SAP FICO Video 01-Master Record (AR,AP,Bank),Document Structure,Posting Period Variant,GL Documents

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SAP FICO Video 01-Master Record (AR,AP,Bank),Document Structure,Posting Period Variant,GL Documents

okay okay so we have to start with the master record of accounts receivable first first I will show you the business example the accounting manager is looking for similarities and differences between the general ledger accounts and the sub ledger accounts what is sub ledger account with general ledger account we did yesterday and what is some ledger account no but what it is representing it’s representing customer and vendor master account okay master record customer and vendor accounts are called are also called these sub ledger accounts okay yes general ledger accounts we did yesterday and customer and vendor accounts are also called sub ledger accounts okay the he is interested in the structure of the customer and vendor accounts above all he wants to know what options the search help gives him so yesterday when we were doing general ledger account I told you that general ledger account has got two segments here chart of accounts segment and company code segment chart of accounts segment is created at client level and company code segment is created at company code level so today accounts receivable so first of all we have to know how many segments are in are included in the master data of the customer or in the master record of the customer this is the accounting view of the customer or vast vendor account in the accounting view of the customer or vendor account there are two segments one is called general the second is called company code segment yeah general data and company code segment general data is created at collide level and company code segment is created at company code level now this is not that complete complete view of the customer or vendor account the reason is because there are three full segments there are three segments in the customer or vendor master record the third segment according to the sales and distribution for the customer is called sales area segment similarly for vendor master record the third segment is called the purchasing area segment I will go down and show you this is the sales view of the customer account you can see general data is general data is will be created at client level and now you can see the sales area segment yeah which is important for the CSD module or you can say st consultant is responsible to create this segment for accountants they will just create two segments general data and company code segment and the master record of the customer or vendor can be functional without sales area segment even if there is no sales area segment created you can still use the customer or vendor master data sales we need the sales area segment when we need to process the transaction in the sales and distribution module then we need the sales area segment otherwise we do not need that we are doing fi training so we will create only two segments general data and company code segment similarly for vendor account there are there is another segment which is called purchasing organization segment besides general data company code segment purchasing organization segment or purchasing area segment we need this when we purchase when we purchase in mm audio in materials management module so we need this segment this segment is the responsibility of mmm consultant okay mmm consultant will fill the details for the purchasing organization segment and

then can use that vendor account otherwise the general tip with general data and company code segment the vendor master record can be used now also you have to remember a general data if you create two segments according to the accounting view general data and company code segment so this is called the the creation of event customer or vendor master data decentralized yet we use the word decentralized here but if you create a customer or vendor master record with complete to all three segments that will be called centralized customer or vendor master record okay yesterday when we were creating general ledger accounts OU’s you notice that there was a word called centrally yeah centrally we were creating the general ledger account yesterday centrally okay because that was a complete general ledger master record if you are creating only two segments for customer or vendor that way they got decentralized if you do all three segments that will be called centralized is this clear okay okay now I am going to create first customer or a customer master record according to the plan okay and as I told you three segments here in total general data company code segment and sales area segment now the transaction codes will also be different to create the master record centralized or decentralized what is the transaction code to go into the implementation screen SPR click on SAP reference IMG and now go to Financial Accounting accounts receivable and accounts payable click on customer accounts click on master data and reparations for creating customer master data and you have the first option define account groups with shagreen lay out if you remember that when we created the general ledger account there was also the option for account group and we created for account groups assets liability expense and revenue similarly we also have an example for customer master data for the account groups so any any example you have in your mind for the customer account group what type of account groups can be for the customers no if you execute this button here you have you will see several examples here you can have the account group sold to party goods recipient payer bill to party prospective customer competitor sales partner domestic customer foreign customer one-time customer okay this domestic customer all your domestic customers for example if it’s a uk-based company all your customers within UK will be under this account group which is called domestic customer if the customer is outside the outside UK then it will be foreign customer one-time customer is if for example the customer is not coming back yeah it’s it’s just one time that all he he comes and purchases an item from your company and he’s not gonna come back again he’s not a regular customer of your business then that type of customer will be under one-time customer account group so you have several examples here so I will perhaps suggest you to create three account groups domestic customer foreign customer and one-time customer and all

our customers will be will come under these account groups is that clear yeah okay if I go back first before I create the customer account group I want to show you that you have a word called set green lay out yesterday you remember that we created the field status variant for GL accounts here for GL accounts now this is the second name for the field status variant which is called sorry lay out either you call field status variant or you call second lay out this is exactly the same thing okay sometimes s ap mentions field status sometimes as somewhere s AP mentions a green lay out here you don’t need to confuse you know with these is terms here what is second in layout what is field status these are exactly the same almost the same okay so now you have a flexibility when you will create the account group you don’t need to create field status separately unlike GL account master data because you have the option that you can choose second layout on the same on the same option where you will create the account group but unlike GL account you have to create the number ranges separately yeah which is the option here yeah you have to create the number ranges for the customer master record separately unlike GL account because when you create the assets you have the option for the number range easier one thousand two one nine nine if you remember here so we created the account group and then we assign the number ranges in front of the account group but here it’s different here here account group is with the screen layout but the number range option is different execute and now click on new entries for the customer account group click on that and you will notice this is the option field status now inside the screen ASAP has mentioned field status outside it is mentioning setting layout okay so you should not be confused here so second layout or field status as I told you almost the same thing account group you have to choose four digit number or four digit alphanumeric key for the account group let’s say the account group is Azure you can choose a immuno the similar name as your company code is let us say F or 51 and give the name domestic customers write the company code in front of the name and now I will show you the field status as I told you there are three segments general data company code data sales data so you can control the fields of these segments here for example you will have the same option if you remember what what are the fee what is the fuel status you remember yesterday you saw suppressed required and optional yeah yes similarly similarly you will have the same options in the customer master data if you click on the general data okay in the general data you have several option at rest communication control these are the buttons or you can say these are the pages here now under these pages there will be fields if you double-click on address so these are the fields name form now what you wanna do you wanna suppress them you want to require entry you an optional you have a display option today display option here as well which is an additional field status unlike GL account GL account does not have this option so we have a display and the highest to lowest priority is that suppress is the highest priority display is the second lowest and required is the third lowest and optional entry is the lowest priority ya so it’s basically yesterday the highest to lowest priority was suppress required entry option entry but now today we have a fourth field status which is called display so when there is display so this will come after suppress so now it will be suppress display required entry and optional entry this is the highest lowest priority so and this button is the is to go to the next page if you click on that so you have several fields any field you don’t need to show so you can suppress it okay and any field which is very important it and you want that a

value should be input so you can choose required entry radio button similarly you can have a look on the computer code segment I will suggest you keep the standard settings as they are in case you don’t you have to do something according to the clients requirement then you need to change the field status otherwise you can keep as the same settings as you can see on the screen you don’t need to change the field status here okay so this is the first account group I’m going to create for domestic customers here save and change the request here if you see that this description is not for your company code so change that request by click on this button and they choose the one for your company board continue and now the data was saved similarly create the second account group click on new entries and give the four-digit number or four digit alphanumeric key this time you can give F of 50 to foreign customers save go back and click on new entries and choose the third one F o 53 one time and pick this button one time account take this button one time account and save okay after that after creating these three segments go back and as I told you you have to create number ranges separately now click on create number ranges for customer accounts execute go to intervals now you will notice already number ranges are there because we copied from the company code 2000 and the sum of the number ranges are already used by other other users here other users on the same on the same client under the same client here so the thing is as I told you yesterday the number ranges can be overlapped in the case of general ledger accounts but the number ranges cannot be overlapped in the customer or vendor master accounts so the number ranges cannot be overlapped here and I believe all the all type of all type of number ranges or all type of numbers are already have already been used or have already been taken by the other students so there is no combination which I can show you but I will show you in case ya if you have to create a number range yourself you don’t want to use the existing number range so you have a button called here insert interval to click on this button and let’s say you wanna create something so you can give the number here let’s it here 15 here like 15 and from number 5 0 0 1 0 1 and 5 0 0 5 0 0 as I told you number of ranges cannot be overlapped so you will have the message interval already available and if you try any different number so now you will have the message enter intervals without overlap otherwise this is the method that you can insert your own number range and give the number give the range and then click on insert interval and this interval you will you can display here on this screen now we need number range so what we can do we can take the existing number ranges there is no problem even if we are unable to create a number range we can choose the existing number range and the existing number range let’s choose ok let’s choose a a1 a2 and

a3 why I am choosing three number ranges because I have created three different customer account groups so each number range will be for each customer account group now another another thing to remember that there are two types of number ranges you can create one is called internal number range and the second is called external number range internal number range means that the system will generate the next number available automatically yeah for example if you have created 5 – 4 0 0 yeah the first one will be 5 – 4 0 0 the second one will be 5 – 4 0 1 if you are using the internal number range but if you are using the external number range as you can see here that an external e XD means externally if you tick this button so the number range will be external but you have to choose the number from this range 5 to 6 0 0 to 5 to 6 9 9 9 you cannot choose any number outside this range okay you have to give manually yourself the system will not generate itself you will be the one who will give the number yourself between this number range also the one thing to be noted that you can the external number range can be alphanumeric yeah if you want the alphanumeric number range then you have to create a number range like this yeah as you can see from A to Z Z Z Z yeah and it is this is external so external means like you can give your name yeah you can give your name for example by oh one two three four yeah so you can give the number range yourself this is the possibility with the external number range not with the internal number range so as I told you I am going to use a 1 a 2 and a 3 in the example of a 3 the number range cannot be alphanumeric because you are already selected than range five to six zero two zero two five two six nine nine nine so in this case the number inch cannot be overlapped if you want the number n should be a you know alphanumeric so you have together elf give the alphabets okay so now we have to assign these numbers a1 a2 and a3 in front of the account groups we have created go back yes go back and click on assign number ranges to customer account groups execute go to position and choose the account f40 one so you these account groups you have created yet so now you have to assign the number ranges to give a 1 a 2 a 3 and then save ok so just remember go back and they just display the number ranges and you will notice the next number in line will be the number of for your customer account group it for example the current number is 5 2 4 1 4 so when you will create your customer will be 5 2 4 1 5 ok so now we are fully ready to create a customer master record decentralized with two segments general data and the company code segment create a new session leave this as it is and now I am in the SAV easy access screen I mean the SAV easy access screen and working as an end user and it’s not an implementation it step it’s now the creation of customer master data click on accounting Financial Accounting accounts receivable master records create the transaction code is FD 0 1 double click on that

choose the account group click on this button and look for the account group which you have created you created domestic customers here and domestic customer F or zero one that’s the count group you created select this one select the company code and the company code is fo 0 1 and then click this button continue and you will be on this serene here as I told you we are used we are going to create a customer master data according to the accounting view so in the accounting view you can see two segments yeah the first one is general data so for the general data we have to give that title first let’s say give the company and give the name of the company which is your customer so your company is Ford here so Ford will have the customer which customer can be for Ford ok let’s say Ford will have the customer a one motors ea1 motors which buys from Ford and sell the cars you know and choose the search term you can search term means if there is a long list for the customer so how would you like to search this customer so let’s say you mentioned a1 a1 Motors UK give the street or house number let’s say Romford Road and house number or shop number is 50 postal code I G 15 3 RF City London country GB region region will be Greater London and for Greater London we use ello and similarly you can give other details as well now you can go to the control data and in the account control option you have a option vendor here this option we normally use if the customer is your vendor and vendor is also your customer at the same time so you can give that vendor master account number here yeah so the clearing will be done with the mock vendor yeah if you if you have to pay to the vendor and the customer is also your vendor and the customer he has to pay you so this will be cleared itself yeah like you have to pay vendor and the vendor as a customer has to pay you so this will be cleared you know okay click on payment transaction set is the third tab here you can give the bank details of the customer marketing you can give further information for the customer like classification it’s like a Nielsen ID Nielsen ID means which region of for the customer so you can choose East London customer classification these are the extra information which if your if your comp client wants to give this information so you can ask a client you can tell the client that this is then you know information which is available in SA P system so if you want so industry you can give the in you know industry of the customer which industry the customer belongs to so let’s say you can choose from here if you can’t see that you can even create one yeah yeah okay manufacture may retail yeah because it’s a retailer it’s a VR actually manufacturer so this is a retail so choose retail and also you can give the annual sales of the customer for example what was the last sale of the customer so you dis this information you can have from the account statements of the customer let’s

say if the customer has 100 thousand pound in 2012 and how many employees your customer has thousand in 2012 and the fiscal year vary and this is optional legal status what is the legal status of the customer is it in limits a limited company unloading points here you can give the unloading points very busy because it’s a customer so if you have to ship the items to the customer so you can give the unloading point Department good receiving hours so these are the information which you can give or basically it’s not your job you can just actually train the end users that these are the option available in SA P system and the hand users will fill these details themselves export data this is the export data if the customer is a foreign one when tech person here you can give the contact person and is his home address is visiting hours his partner function and further data and you can give any number here for example any name here and choose the department click on the Department and which Department the customer will belong to sales or purchasing ok buy or do you agree with Santhosh yes that’s good the customer yeah will be from purchasing side here and the function will be the head of purchasing or any-any you can give the function head of purchasing personal manager whatever you like so choose head of purchasing so these are the information which is not a mandatory but this is extra information which you can also navigate yourself what are the other options available ok but the information which is important is the name and the street address and also the mandatory information will be in the company code segment now I will proceed to company code segment that is a general data which is created at client level and you know when the data is created at client level can be seen you know through other companies as well yeah or you can say the data which is created at client level is valid for all the all the companies for all the company codes yeah but the information which is given in the company code segment is only related to that particular company code not for other company codes take this button give the reconciliation account yeah that’s very that will be the same reconciliation account which we created yesterday if you click on this button and the system will detect automatically the system has detected 1500 do you remember we created this reconciliation account yesterday GL account here so why we need this GL account because GL account is the one which records the transaction okay when you do this sales ledger you know when you do sales with this customer so the postings will be recorded in this account in this GL account 1500 which is a reconciliation account we have further option interest and default data for tax reports proceed to payment transactions so we don’t need to give the information here unless we study that topic yeah so we keep updating the customer master data then we read other topics as well for example terms of payment payment method house bank so we will keep giving the information and update the customer master data similarly in correspondence we give the dining procedure and the bank statement correspondence so we keep this information you know as we proceed in our training now click on Save button and the customer five four two four one

three has been created here okay here at the moment five two four one four you know has been created I believe that some body mist five two four one three otherwise should be five two four one five but it’s no problem you don’t have to confuse here five two four one three is in the same number range here five two four hundred to five two four nine nine nine so that is that what we have created the domestic customer first domestic customer okay five two four one three has been created now we perceive to that foreign customer we create one foreign customer and now choose from here account Brooke first I we were using the same transaction code ft0 one so foreign customer f40 one here and now click on continue click on company and now give the name of the company okay let’s say the name of the company can be German Motors okay and give the search term German and give the suite or house name Berlin Road anything you know 80 and give the city Berlin country Germany actually is written with de yeah GB is Great Britain and Germany for Germany we use the term de and for Berlin click on that and have a look what we use for eleven yeah eleven similarly if it is eleven so something like eleven we can choose the postal code information now the other information you can give in the same way as you gave for the first customer but I didn’t I I will say that all the information for a customer will be in your hand when you are beak when you will be creating the customer master data in the company otherwise the mandatory information is reconciliation account so go to company board data click on that and give the reconciliation account click on this button and 1500 the same reconciliation account save so this is the forum customer five two five one two five two five one two again five two five one two was available that’s why the system has not created the next one because five two five one two was available now one time customer we have to create click on account group and this time you have to give the number range yourself because you are using external number range even if you try to click on that the system will give you the error yeah account group one time customer uses external number assignment specify an account number so now you have to give the account number which is which should be within five to six hundred to five two six nine nine yeah you don’t know which number range is the next available here so you can try first five to six hundred five to six okay yeah I will suggest you five to six twenty twos the one five to six twenty enter okay yeah general data already exist here so somebody else with the one time custom BM 0 one has already chosen this number range and now you have to do it again and now choose you can choose six to five enter so six to five is available here because it’s one time customer yeah we normally do not give

any title or name for the one time customer just give the country GB and give the reconciliation account that’s one day tree and one thing I will show you the Sun click on that and choose the 1500 save so you have created one time customer five to six to five has been created so this is the this is how we can create the customer master record is that clear okay okay I will proceed to the accounts payable and as I explained earlier on that for a accounts payable we will have this we have will have again three segments but this time the third segment will be purchasing area segment which will be created by the mmm consultant and the transaction code will be different okay now first you have to configure for the vendor master record so go to SP ro SAP reference IMG and go to financial accounting accounts receivable and accounts payable vendor accounts master data reparations for creating vendor master data and you have an option defined account groups with serene lay out execute and create new entries the same you have to create the three account groups the first one will be the domestic domestic vendor foreign vendor and one-time vendor so choose F Oh therefore 61 and they give the name domestic vendor fo0 one and the field status is again the same you will have the four options click on general data address again you will have the four option suppress required entry optional entry and display so you don’t need to change the standard settings unless you have to do a particular field suppress make a field pursue price required entry optional enter your display save so the first account group has been created go back create new entries and choose f4 62 and the second one will be foreign vendors and save new entries and the third one will be F o63 one-time vendors and take this button one time account as you did in the customer master rate record save now you have to create number ranges create number ranges for vendor accounts execute click on intervals and choose the existing one as I told you the students have already choose already taken every type of combination here I have tried to find something different but I believe that every type of combination has already been chosen by the students

okay I’m gonna choose l1 l2 and l3 yeah for my vendor account groups you have these number entities existing number ranges I’m going to choose yeah so I will keep it like this and I’m going to work on this second one l1 l2 and l3 go back and the assign yeah assign number ranges to vendor account groups click on position and choose F Oh 61 and assign the number ranges l l1 l2 l3 and then save now you are fully prepared to create a vendor account group so go back okay you can keep the number ranges in front of you because I want to see the one-time account l1 so these are our number ranges now go to the another session and come out from I say disagreeing and now I’m in the SAV easy-access citrine now go to that accounting I am working as an end-user click on financial accounting Accounts Payable master records create the transaction code is FK 0 1 double click on that and choose the account group click on this button and choose the account group our account group is fo 61 fo 61 domestic vendors double click on that additionally you can see this reference field here basically this is for the copy purposes here if you have already created a vendor master record as a sample as a sample and you want to use that sample to create a new vendor master record then you can use that here you can give the vendor number and the company code and the information will be copied ok so that you it will save your time to fill the fields again but again and again it’s better to have a sample vendor master record or customer master record in in hand and then you can use that as a reference to create a new vendor master record so this is for this purpose now after giving company code and account group click on enter button give the title company and your vendor can be your vendor can be Morrison’s yeah Morrison’s UK Limited and the search term can be Morrison’s and you can you see this tick sign here in some school yeah some student actually has made this field required here some student has made this field required search term 1 and search term – so if the field is required then you will see this tick sign yet take sign button so give here let’s say give here moistens again now give that street or house number you can give the street

or house number London Road and give 65 postal code can be Santosh yeah it’s a lot of noise here yeah okay yeah it’s better give the postal code and CT and then country is GB region hello and further you can give other options here it’s it’s the queen is little bit different because in a customer master record you have buttons area on the top but in vendor master record you just have two buttons here and the previous agree not next screen so click on next screen and you can have the same option that if your customer is also your vendor and wonder is your customer then you can give the number of the customer here click Next here you can give the bank details of the vendor here you can give the contact person of the vendor side any any name you can give here and you can choose the department here which Department this time will be for the vendor side but chase or sales yeah sales there buy or do you agree here yeah so choose the sales and choose the function of the contact person click on that and this is head of sales or you can choose personal assistant any anything you like choose visiting hours and partner details otherwise click Next screen and now you have to give the reconciliation account which is the important part double click on that and you can see tick sign here when there is a tick sign it means the field is are required andrea GL account 2500 we created yesterday so it means the postings for this vendor will go into this GL account the postings will be recorded in this GL account which is in the balance sheet next screen okay further when we go you know go from topic to topic so we come back on the vendor master data and update some of the information for example payment terms payment methods and but for for this time we will just give this information and this is enough to create vendor master record click Save okay so vendor was created in company code f0 one year and you can also have a look on the number ranges okay six two four five zero nine actually was the current number but five zero six was available so that’s why the system has chosen six two four five zero six similarly we can create the second customer which is domestic f4 sixty to enter title company and the we can choose here let’s say future okay you can give the address city Paris

and country will be France for fr and the region will be I believe 78 I guess seventy-five here Paris and the postal code can also start with 75 click on next screen next next now give the ster reconciliation account the rest of the information is not required and if any information is important the client will that you know if you have this message here so we have to fix this issue yes because I believe that some of the students while doing practice has made some of the data sensitive so this message should not be coming up click on F or 63 which is one-time vendor and you know one-time vendor is using the external number assignment if you click on that you can notice that this is external number assignment the vendor is using so you have you can keep the rain number Rea from the range six four seven one hundred two six four seven nine nine so let’s say give here six four seven twenty five and enter okay this is available you just have to give the again this is a required entry which is not looking good so I will do something with that click on next next next ok and give the reconciliation account twenty five hundred and which is important you know and then save it so vendor was created in company code F of zero one so that’s how we can create the customer and vendor master record so is there any question okay that is good I will proceed to Bank master data okay which is our which is another master record come out from this a green /n means exit yeah it’s a command basically to come out from the screen /n if you write slash n so you will be exit and come back on the SAB easy access citrine okay click on go to SP ro and then click SAP reference IMG and click on financial accounting you have option here Bank accounting click on that click on bank accounts and define house banks now there is one thing a very different in the bank master data from the customer and vendor or GL accounts and that is that you can also create the master record within the same screen where you do the configuration you don’t need to go to that SAP easy access citrine you have both options even in the SAP easy access a green you have the option if you go I show you before I can figure the bank record banks yeah banks master data bank master data create you have this option but you don’t need this option if you create the bank master record within the same second where you define house banks if you execute this pattern and the verify the company gold f40 one continue so you have the option here bank accounts here you can also create the bank master account from this within

this screen you don’t need to come on this screen and create a master record that’s the difference here if you want to create a master record from here so you just have to configure the house bank then come out from the implementation say green and go to the easy access the green and then create the master record for the bank I will show you to create the bank master record within the same secured eeen because this will save your time now at the moment on your screen you can see the house bank 2400 which we haven’t created but basically this house bank was copied from the company code 2000 we don’t need this house bank because we will create our own house bank so delete this house bank by click on this button delete and when you delete so you must have to save the settings click on save now click on new entries because we are going to define our own house bank click on new entries and here you can give the name of the house bank or number of the house bank and maximum it can be five digit number or five digit alphanumeric key so which bank do you like I mean which bank do you like okay Lloyd’s yeah so let’s say I’m going to create the Lloyds one yeah I will say ll o y1 yeah Bank country Bank country will be GB Bank key bank key basically is the shortcode yeah and sort code is always six digit number if you are working in Great Britain yeah it can be different if you are working outside UK so we will give six digit numbers for the bank key so give any six numbers and then click on create button so now you have to give the information complete information bank name Lloyds Bank region Greater London Street let’s say region street alone okay Hanover Street City London Bank branch and over street now you notice the bank key and the bank number are the same I was working in a company and the in that company the bank key and the bank number were different here if this is the business scenario that the bank II and the bank number should be different then you can do this setting yeah but this setting is done in SAP NetWeaver through set SAP NetWeaver so I will show you while we create that thank master that data added so I’m going to show you at the same time in case if you if your bank II and the bank number should be different so how can you do that you are in the implementation screen go to SAP NetWeaver click on general settings and click on set countries and go to set country specific checks execute and go to position click on GB double click on that now you can see the bank account number is 8 yeah maximum value length without gaps and you have chosen the bank II number one bank number click on this button and you can see you can change from here assign internally or assign externally if you choose assign externally so then you can is change you can give a different bank number from the bank key otherwise if

you are choosing number one so it means bank key and the bank number will be the same many of the people do not know this option here but I was working on the project and that was the real problem you know aroused during that project because that was a European company and they told me the bank debt in their country bank key and the bank number are different here and what is the practice in UK I told the bank e and the bank number here are the same so anyways this problem was fixed by the bank itself the bank manager told yes the bank e and the bank number here are the same in a city system so then we choose the choose this setting bank e bank number are the same numbers otherwise if this is a business scenario they can be different so you have to choose assign externally and then give the number yourself otherwise you will know test that you cannot change actually the bank number because this has been copied from the bank key here you can give the swift code if you have in hand otherwise click on this address button further addresses where you can give the full address for the bank ok you can give you don’t need title just give the name of the bank Lloyds Bank search term voids and street or house number you can give the same Hanover Street and give the number 50 postal code postal code give any postal code City London country GP region ello and then continue and then continue so if you click on address button now so you can see the address has been copied we have to you know EDI partner profiles and data medium exchange basically are the very huge topics here this is very technical side and you have to work with the you can have to work with the AB AB consultant but it depends upon the project and most of the information will be given to you by the bank how you have to set the data medium exchange basically this is for electronic purpose here if you have to download the bank statement electronically or you have to do the transactions electronically then you need to set the data medium exchange and EDI means electronic data into input sorry electronic data interchange so you have to you know fill this information if you are doing manually you know payment through the checks so you don’t need this option or you if you are paying through the bank you know online banking if you’re not using a CP system for online banking then again you don’t need them now this information is this is the configuration here even if I click on the Save button the information will be fine and find further I can proceed through the easy access screen then yeah as I told you we have the option in the easy access screen we can create the bank master record from fi 0 1 but if you want to save the time and you want that want to create the bank account within the same screen then double click on that now this is M there is no data so click on new entries and you will have the information account ID means whether either it’s a current account is a saving account what type of account it is so you mention here it’s a current account just mention CU double r give the description Lloyds Bank current account give the bank account number yeah now bank account number you know in UK is 8 digit number so it starts with 0 yeah so give here 0 any number 1 2 3 4 5 6 7 8 so give the 8 digit number now choose the currency GBP and here you

have to give the GL account G an account will be the one in which the transactions will be recorded yeah or posted you remember that in the customer or vendor account we gave the reconciliation account similarly for the bank master record we need a GL account in which the transactions will be posted and if you remember we have already created the GL account for the bank if you click on this button and have a look on the list we which we created yesterday so we have bank account here which is 1,100 here double click on that and you have chosen 1100 you don’t need to give other information because most of the information you have already given and now click Save so data was saved and you have created the house bank ll o y1 now if you want to make sure that this has already been created now you can click to change yeah because create is fi 0 1 change F fi 0 to display fi 0 3 so you can go to display option here to make sure the bank master record has been created double click on that and give the bank country GB and the give the bank key the bank e will be the one and the the bank e click on house this is the bankia copy and then paste and enter so you see the bank has been created and you don’t need to create also if you click on that you already have given all the information address and everything if you want to change anything you can click on this change button so you can change from here address or any information you wanna give so this is the bank master data so is there any question that’s good okay I will proceed to document control okay now this is a this is different topic from the bank master data that’s what we have finished now it’s a new topic document control and cook it first you have to understand the document structure what what is the structure of the ASAP document yeah if it is a accounting document if it is a sales order if it is a purchase order document so all these are documents basically every type of you know document will have a will have almost the same type of structure and in that structure there are two levels here one is called header level and the second is called item level header level consists of document types date you know fiscal layer periods and other various options here but the difference between header level and item level is the information which you will give on the header of the document will be valid for the entire document or you can say for thee for all the items items means item actually here is representing the material which you are selling to the customer or the the you know the purchase in which you are basically buying from the vendor in accounting side the item can be real accounts here if you sell something so you will use that sales account here so that sales account will come at item level okay item can be item can also be for example you have to pay the electricity bill yeah so now electricity bill gas bill water bill are the items yeah are the

items and the vendor information date period these these information this information will be given at header level yeah because that if vendor information will be given it means vendor for all the items for electricity water and gas are the is the same okay so the just remember the information which is given at header level will be valid for the entire document or for all the items but the information which will be given at item level will only be related to that particular item it’s nothing to do with the second item I will also show you from the book okay this sa B system works according to that document principle a document is saved for every posting the document rep rate remains as a complete unit in the system until it is are achieved every document is uniquely identified by the following fields document number company code and fiscal layer okay this is different here okay document header area a document header information that applies to the entire document now between two and nine nine nine document items information that applies to the line item only yeah that’s what I actually told you yeah the same information you can read in the book okay further now what is which elements control the header of the document and which elements control the item of the document the two important control Keys document type for the document header posting key for the line items now document type controls the document header and posting key controls the line items now what is document type takuma type basically is two digit number or two digit alphanumeric key first I will show you a document first yeah I am gonna show you the document for example the customer invoice click on accounts receivable and click on the comment entry invoice FB 70 is the transaction code so you can you notice this box yeah this box which you can notice here this is the header of the document this is the header and this is the another document another box is the item you know item level the information here you will give here as in the book from 2 to 9 9 9 items you maximum you can give 999 items so this is the item level of the document and this is the header level of the document the information which you will give add header will be valid for the entire document and the information which you will give at item level will be valid for all only for that particular item now this is the document type this is the document type now document type can be two digit number or two digit alphanumeric II mostly document type as we use standard one yeah because s ap has already provided us predefined document types and as ap recommends that use the same document types which is which exists in the system in case if you have to create your own document type then you you have the option to create your own document type as well okay so I will show you the list for the document types which s ap has provided us click on SPR Oh will go to SAP reference IMG and click on financial accounting and go to financial accounting global

settings click on document and click on document header and the first option you have is define document types execute and these are the document types for asset posting accounting document now one thing to be noted that you don’t need to give the document type while you process the document because you notice when I come on the screen document type was already chosen by the system yeah because the document type there is a default setting in the system that document type will be chosen by the system when we are in a particular transaction yeah this topic actually we will read in our you know next one default values here that’s the topic I will show you where you will see what are the default values then when we come on a particular screen so some of the information will be the default information for example I come on this invoice and you notice the document type was and posting date and the period and the currency are the default values here that they’re the information which was you know defaulted with this transaction code we are with this document here so now what is document type as I told you document type controls the document header and you can see this standard list of the document types for example DRA Dr is the customer invoice which you can also see here dr is the customer invoice now what is the function of the document types further that is the question so document types actually controls the number ranges for the document and the account types yeah account types and the number ranges are controlled by the document type now if you click double click on D are either you select and click on details button or you can double click on that double click on that and you will come on this screen you can notice number range number range 18 okay and account types allowed now you can use this document type with the assets with the customer with the material with the GL account okay so these are the account types allowed also you have a control data negative postings permitted ya required during document entry now you can give if you click on reference number and document header text so it means that these fields will be required entry ya will be required entry if you go back you can see the reference field here here if you tick the button reference so it will be a required entry then Monday tree yes here and the number 18 now what is 18 means if you double click on number range information so and give the company code F or 0 1 I believe the number ranges for accounting documents will be copied you don’t need to worry about the number range click on intervals and you notice the number ranges have been copied as well now one thing for the number ranges here number ranges are also also uh you know select choose and by the asipi system ASAP has chosen that when you create the customer invoice it will also always start from 18 and this information you can find also in the PDF PDF that ASAP has already gave that if you do customer invoice dr is the document type so the number range 18 yeah will be the standard number range which SAV has already chosen for you is 18 that first document we will create will start from 18 thousand thousand something like that yeah if you click on that now if you have got any error for the number range like it doesn’t exist so it means the number range is not egg does not exist for your company code so you make sure the number range should exist for your company code within the year within the fiscal layer okay click on that and make

sure that number range is exist 18 number ain’t exist for 2013 or 2014 so you see 18 number 2013 and 2014 exist even it is exist for 2015 as well all these number ranges are copied from the company code 2000 if the number ranges are not copied then you have to create manually by click on this button insert interval so we don’t need to do anything here 18 further the PDF gives you the information that if you process the GL account document this will start from the number will be 0 1 and this will start from 1000 and the customer credit memo will always start from 16 vendor will start from 17 and also you notice that the document type is also different here for every type of document sa DG k GD r KR is for vendor invoice it will always start from 19 so document type is the one which controls the number ranges and the account types here and this is the question which is repeated every time in the certification exam so that’s the header level of the document now item level item level is controlled by the posting keys now what posting key posting key basically is used for debit or credit entry you can and again like document types these posting keys are provided by ASAP yeah it is predefined the posting keys are predefined in the ASAP system if you go to downline item click on that and click on controls and click on define posting keys if you execute this button so you notice the posting key is that two digit number now for the invoice yet invoice zero one the posting key is also controls the field status for the line items it also controls the field status as well now if you want to have a look double click on that and you can notice debit or credit entry zero one is used for debit entry account type is customer yeah and the reversal posting key is twelve sales related is special GL or payment transaction what type of what type of you know transaction it is related to also you can maintain field status for that posting key click on that and you will have the option general data additional account assignment if you double click on general data so you have the same option here assignment number text whatever what you want to do you want to keep optional hedging but this information is just for the item level not for the header level and I will show you I will cause again take you to into the book for further explanation ok document type document type controls the document header and is used to differentiate the business transactions to be posted for example vendor invoices customer payments and so on document types are defined at client level and therefore valid for all company codes so this document type is not only for your company code but for all the other company codes the standard system is delivered with document types that can be changed or copied document types define the following number ranges for document numbers account types permitted for postings ok document types also define the following the field status of the document header field documented texts and reference number whether invoices are posted with a net procedure you have already I’ve already showed you this and further we have already internal numbered external number we have already done that posting key the like document types posting keys are defined at client level in addition to the above-mentioned control function the posting key specifies the following whether the line item is connected to that to a payment transaction or not this information is required for analyzing the payment history and creating ok to sales relevant and further for GL account debit is posting key 40 and credit is posting key 50 for customer invoices debit is posting key

one as we can see here we are already seeing 0 1 and that is for customers yeah debit yeah the same information the book is giving you for customer invoice tab it is posting key 0 1 and credit is posting key 50 for vendor invoices credit is posting key 31 and debit is posting key 40 so if you want to have a look on the posting key 31 so you can double check click on 31 31 and this is for vendor and this is the credit 1 there ok so and also you have the option maintain field status for the from the posting key so this is the document structure so is there any question here ok I will proceed to that topic another term the next topic posting periods variant now this is another variant like fiscal air variant and field status variant here which are you have already seen and you know the definition of the variant as well that variant is created with three step method define the variant determine the values to the variant and assign the variant to the company code now we have to create the variant posting period variant posting period variant is important to open and close the posting period now this is the accounting practice in the businesses that they open and close the period they open those periods in which they have to post the transaction and they close the periods they can close the previous periods in which they don’t want the users to post any document they the manager can you know can avoid further postings in a period by closing it okay if by mistake the accountant posts it so this can you know make the things complicated later on because if the manager already has got the total transactions in a particular month and he doesn’t want that any further transaction should be done into that particular period so he will tell the SCP consultant to close that period yeah so we need this variant we need to configure this variant to use that for our company code so in order to create the posting period variant we go to spr o first closed disk these options go back and I’m already in the IMG screen yeah I am already in IMG screen and the menu path for the posting period is go to financial accounting go financial accounting global settings and go to document click on ok yeah we have the options here posting periods yet document posting periods click on that and we have three options here three steps define variant and determine the values and assign variants here the same step by step so define variants first execute and the posting period variant can be four digit number or four digit alphanumeric key click on new entries and choose the same variant as your company code is f40 one just give it the name posting period variant fo0 one and then save it now go back and open and close posting periods execute and now this is the specific time interval yes this is the time interval screen for the posting periods you can with this within this screen you can open and close the posting period

now I will suggest you to copy from the standard company code it will be easier for you and I will explain you how can you use this screen for open and closed posting periods first you just copy triple zero one these are all the business transactions copy click on coffee s and this will be copy now you have to change the variant fo0 one which is your variant fo0 one and then you can leave this blank here do you don’t need this one ok now I will explain you what is this account a possible entries here plus means valid for all account types a means assert D means customer K vendor material GL accounts contra accounts now you can open and close periods separately for each you know each top each individual each processing like if it’s a transaction related to customers you just can close the period only for customers you don’t need to close the periods for all the other it all other areas you know for vendor for material so that’s why you have different sections here asserts customer vendors material and GL accounts so select all of them and contract out we don’t need it here if you need so you can create for counter accounts as well from account to account means it means like space means and Z Z means all the accounts here like the account me like the customer account which you have created for your company codes you don’t need to give their numbers particularly if you have chosen the setting like as I have choosen like Z Z Z Z so it means all the accounts created in your company code will be selected automatically from account to account now the second the third row which you can see is from period one to period from period one means you know that our first period is starts from Apple yeah so period one can be apparel and to period means twelve means March April to March 2013 yeah from April to March 2013 is open and similarly from period to period two actually is used for special periods here if you remember them from one to twelve is the normal posting periods but from thirteen to sixteen is for the special periods now you have you can also control the special periods four to four open and close them so from 13 to 30 2013 2 period 16 of 2013 is open it means this is valid till March 2014 ok if I write here 2014 now how many years are open how many years are open now two years yes bio do you agree yeah fourteen two years here how can you explain this that mm you know from March 2013 like 12th period of mah 12 period of

2013 will fall in 2014 and the 12th period of 2014 will fall in 2015 so it means two years are open yeah because the period 12 of 2014 will be March 2015 two years are open so now this is period 10 yeah this is period 10 so now if I enter here let’s say if I enter here 8 so what I have what I have closed you have closed eight periods yeah you yeah you can no longer post any document in the period of November okay you can post in December but you cannot post in November now from April to November you cannot post that if you have to post any document in from April to November this will go into the special periods here this view because special periods are no special periods will be selected when we will be in that last period here okay so I have closed period till November yeah I have closed okay and the now press Enter I will show you you know I will show you how does that work when we start posting that documents here at the moment I’m just showing you the configuration of the posting period and save it so that’s how we can create the posting period variant and now we last step is to assign the posting period variant to the company code execute and go to position and the fo0 one and now assign the variant here fo0 one and save it so that’s how we can define and assign the posting period variant is there any question oh yeah yeah yeah yeah they are closed and when we start you know posting the documents here on this topic here so I will show you how does posting period works here okay this the the topic is still in continue yet this topic is object I have just showed you the configuration but how will you use this variant in processing the documents that’s what I still have to show you okay I just have just have showed you the configuration but how does that impact on the document this what I will show you later on any further question here okay I will first show you the posting of one document for G and document posting now we are fully ready to post the GL document for our company code go back and click on accounting and click on financial accounting general ledger hosting enter GL document now tell me what is general ledger accounting document why we need this accounting document yeah yes that’s that’s correct but like I wanna hear something different

something more it’s yeah it’s related to internal transactions or external transactions of the company Santhosh do you agree yes it is related to the internal transactions of the company for example if you withdraw the cash from the bank so you have to record the transaction or if you deposit the cash into the bank you have to record the transaction as well also you can adjust the accounts by using this function as well – if the you know if you want to balance any account so you can also do the posting from this GL account document so double click on that there are various ways to post the GL document you can also use the same transaction f – 0 – it’s the same yeah it works like the same as it was in FB 50 but FB 50 its interface is much easier than these F – 0 to double click on that when you come first time on this screen this is you can notice this is the header level and this is the item level so in the header level the first thing you have to do is to change the company code click on the company code switch company code and choose the company code which belongs to you fo 0 1 enter and now it is Ford UK London yeah give the date period ten yeah system has already noticed not GL account let’s say the business example is that you have withdraw the cash from the bank yeah choose the bank account Bank Bank is 1100 this is 1100 GL account choose the the bank account is going to be credited or debited we are withdrawing the cash it’s credited or debited is credited here it’s credited and then your cash account because cash in hand is going to be debited so choose the cash account 1000 and choose the debit mm this is the balance button here balance here when you press enter okay you give the fiscal year for now enter again this is the warning actually I got from the system but the balance equals zero yet now you have the button for posting on the top but si P best practice is to simulate the button to simulate the document first simulation will tell you if there is any error in the document so you will know that also you can notice document type is s a exactly the same which you can read in the book that s a will be the GL document sa is the GL document here I haven’t selected but this is a default value as I told you and the number will be from 1 0 1 or 1 so click on simulate button these fields are not mandatory a reference and document handed text are not mandatory that’s why I haven’t given otherwise if you want you can give the reference like you know that car or anything like that or you can say we use any information you can give as a reference so click on simulate button and this will show you how the document will be posted here so this is the document overview all the information which you can see like is is understandable yeah I have explained you everything what is document type what is company code yeah what is the period 10 posting date is hours fiscal year is 2013 because we are still in 2013 we are because we are using from

April to March and you understand the posting key 50 put is used for credit entry and 40 is used for debit entry you can also read the same information in the book yeah post for GL account posting diabetes for stinky forty and granite is posting key fifty so that’s the same information and these accounts we have created eleven hundred one thousand there is no such information which is not understandable everything is understandable there so click on post when you do posting the document number even the document number I am telling you in advance that will start from one it will start from one so post document ten thousand was posted in company bird f40 one okay now you have posted you can display document display you can display the document by click on the document and can display so that’s how you can display the document also to see the transaction code for the display is FB 0 3 is – is the transaction code to display the document so that’s how you can display the document also if you post several documents so you can see the line items as well yet to see the line items as well for example if there are 100 documents so how can you see them in the list in order to see them in the list you can use the transaction code click on account FB l3m and I believe you have to remember this transaction code display or change line items line item means document a line item is the word which is used for documents because the company code choose here what is the status of the document it is open or it is cleared or both or all types of document autom you want to select type items layout helix menu what is layout GL account if you leave it blank all the GL accounts will be selected execute and this will show you the list of all the posting but we have posted only one document that’s why you can see only one document here and this is for display you can also change it you can double click on that or you can click on change button change document whatever you want to do if you double click on that and click on change button you can give you can change the value date you can change the assignment give the text and this is the line item 0:02 if you click on that you can it is line item 0 0 1 now and this pattern by click on this pattern you will see that document header this will explain you the document header you can see the reference wheels which we gave and from this pattern you can have the document overview yet this is this will show you the document overview so this transaction is very important here GL FPL 3 n 4 the GL account line item display you will be understanding when we because we will be using this a lot and in order to see the balance in order to see the balance double click on display sorry display balance transaction is FS 10 n double click on that and if you want to see the balance for the cash account which is 1000 and execute so this will show you the balance here thousand thousand was def sorry 2000 was debited yep 2000 was debited and further if you double click on that you will see the document number 1 that’s the document number we posted further if you double click on that so you will be on the document screen a line item 0 0 true further if you want to see the document overview so you can call a document overview sa P is good because of its drill down functionality yeah you see you so you just saw the balance here and you have gone stat far even display of the document the other softwares do not provide this functionality but SCP provide this that you can further go further go further go and can see the origin of the document and the double-click on that one thing you just want to show you that there are two types of overviews of in the document at

the moment we are having data entry view here and if you click on general ledger view so you will notice that general ledger view this is the general ledger view which will be more effective when we do the customer and vendor transactions is there any question ok ok we have done three things here G and document posting document display display or change line item and display balances here so 4 1 2 3 4 and exactly the 4 things we will do in the customer and in the vendor ok after the break