General Ledger - System Integrity and Control Check

Our SAP Business One system receives input from various sources on a daily basis. Therefore we would like to establish a business process to ensure balancing of the books and monitoring of suspense accounts.
How do we develop reports to check the following 3 items;
1. Business Units (On and Off Balance sheet accounts not balancing to zero and Monitoring specified category of accounts)
2. Ledgers Vs Journal integrity (Ensuring Journals, Detail Ledger and Daily Ledger are all consistent at all points of time)
3. Financial integrity (Comparing the balances held between the detailed Ledger, Monthly Average Ledger and Yearly Average Ledger - ensuring they are synchronised at all times)

Please refer SAP note for GL variables. Note that it may be difference from version to version.
- List of variables for designing the General Ledger layout
A complete list of variable can be downloaded from SAP business one customer portal. To access below link, you need S-user ID and password
Thanks & Regards,

Similar Messages

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    Extraction and Reporting of FI-CA: Open Items Data In SAP-BI:
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    Complete FI-GL Information :
    Edited by: Ramakanth Deepak Gandepalli on Jan 29, 2010 5:14 AM

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    Business area
    Customer field
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    An automatic procedure for organizing line items in the document according to selected dimensions (such as organizing receivable lines by profit center). Moreover, you can effect a zero balance setting for selected dimensions (such as profit center or segment). The zero balance setting causes additional clearing lines to be generated on clearing accounts in the document after the document has been created.
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    Business area
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  • I want a SAP Financial Accounting and Controlling question,


    Can u send me your personal Email ID, I will forward it again.
    Enterprise Structure
    What is a Company Code and what are the basic organizational
    assignments to a company code?
    Company Code is a legal entity for which financial statements like Profit
    and Loss and Balance Sheets are generated. Plants are assigned to the
    company code, Purchasing organization is assigned to the company code,
    and Sales organization is assigned to the company code.
    What is the relation between a Controlling Area and a Company
    A Controlling area can have the following 2 type of relationship with a
    Company code
    a. Single Company code relation
    b. Cross Company code relation
    This means that one single controlling area can be assigned to several
    different company codes. Controlling can have a one is to one
    relationship or a one is to many relationship with different company
    Controlling Area is the umbrella under which all controlling activities of
    Cost Center Accounting, Product Costing, Profit Center and Profitability
    Analysis are stored.
    In a similar way Company Codes is the umbrella for Finance activities.
    How many Chart of Accounts can a Company code have?
    A single Company code can have only one Chart of Account assigned to
    it. The Chart of Accounts is nothing but the list of General Ledger
    What are the options in SAP when it comes to Fiscal years?
    Fiscal year is nothing but the way financial data is stored in the system.
    SAP provides you with the combination of 12 normal periods and also
    four special periods. These periods are stored in what is called the fiscal
    year variant.
    There are two types of Fiscal Year Variant
    · Calendar Year – e.g. Jan-Dec
    · Year Dependent Fiscal Year .
    What is a year dependent fiscal year variant ?
    In a year dependent fiscal year variant the number of days in a month
    are not as per the calendar month. Let us take an example:- For the year
    2005 the period January ends on 29th, Feb ends on 27th, March ends on
    29. For the year 2006 January ends on 30th, Feb ends on 26th, March
    ends on 30th. This is applicable to many countries especially USA. Ever
    year this fiscal year variant needs to be configured in such a case
    How does posting happen in MM (Materials Management) during
    special periods?
    There is no posting which happens from MM in special periods. Special
    periods are only applicable for the FI module. They are required for
    making any additional posting such as closing entries, provisions. which
    happen during quarter end or year end.
    How many currencies can be configured for a company code?
    A company code can have 3 currencies in total. They are local currency
    ie company code currency) and 2 parallel currencies. This gives the
    company the flexibility to report in the different currencies.
    Do you require to configure additional ledger for parallel currencies?
    Where only 2 currencies are configured (Company code currency and a
    parallel currency) there is no need for an additional ledger. In case the
    third parallel currency is also configured and if it is different than the
    second currency type, you would then need to configure additional
    If there are two company codes with different chart of accounts how
    can you consolidate their activities?
    In this case you either need to write an ABAP program or you need to
    implement the Special Consolidation Module of SAP. If both the company
    codes use the same chart of accounts then standard SAP reports give
    you the consolidated figure.
    Give some examples of GL accounts that should be posted
    automatically through the system and how is this defined in the
    Stock and Consumption accounts are instances of GL accounts that
    should be automatically posted . In the GL account master record, a
    check box exists wherein the automatic posting option is selected called “
    Post Automatically Only”
    What is a Account group and where is it used?
    An Account group controls the data that needs to be entered at the time
    of creation of a master record. Account groups exist for the definition of a
    GL account, Vendor and Customer master. It basically controls the fields
    which pop up during master data creation in SAP.
    What is a field status group?
    Field status groups control the fields which come up when the user does
    the transactions. There are three options for field selection. They are:
    Display only
    So basically you can have any field either for display only or you can
    totally suppress it or make it mandatory.
    The field status group is stored in the FI GL Master Record.
    What is the purpose of a “Document type” in SAP?
    A Document type is specified at the Header level during transaction entry
    and serves the following purposes:
    · It defines the Number range for documents
    · It controls the type of accounts that can be posted to eg
    Assets, Vendor, Customer, Normal GL account
    · Document type to be used for reversal of entries
    · Whether it can be used only for Batch input sessions
    Document Type is created for differentiating business transactions. Eg
    Vendor Invoice, Credit Memo, Accrual Entries,Customer Invoice. It is a
    two digit character.
    What is a Financial Statement Version?
    A FSV (Financial Statement Version) is a reporting tool and can be used
    to depict the manner in which the financial accounts like Profit and Loss
    Account and Balance Sheet needs to be extracted from SAP. It is freely
    definable and multiple FSV's can be defined for generating the output for
    various external agencies like Banks and other Statutory authorities.
    How are input and output taxes taken care of in SAP?
    A tax procedure is defined for each country and tax codes are defined
    within this. There is flexibility to either expense out the Tax amounts or
    Capitalize the same to Stocks.
    What are Validations and Substitutions?
    Validations/Substitutions in SAP are defined for each functional area
    e.g. FI-GL, Assets, Controlling etc at the following levels
    1. Document level
    2. Line item level
    These need to be specifically activated and setting them up are complex
    and done only when it is really needed. Often help of the technical team
    is taken to do that.
    Is it possible to maintain plant wise different GL codes?
    Yes. To be able to do so the valuation group code should be activated.
    The valuation grouping code is maintained per plant and is configured in
    the MM module. Account codes should be maintained per valuation
    grouping code after doing this configuration.
    Is Business area at company code Level?
    No. Business area is at client level. What this means is that other
    company codes can also post to the same business area.
    What are the different scenarios under which a Business Area or a
    Profit Center may be defined?
    This question is usually very disputable. But both Business Areas and
    Profit centers are created for internal reporting. Each has its own pros
    and cons but many companies nowadays go for Profit center as there is a
    feeling that business area enhancements would not be supported by SAP
    in future versions.
    There are typical month end procedures which need to be executed for
    both of them and many times reconciliation might become a big issue. A
    typical challenge in both of them is in cases where you do not know the
    Business Area or Profit Center of the transaction at the time of posting.
    What are the problems faced when a Business area is configured?
    The problem of splitting of account balance is more pertinent in case of
    tax accounts.
    Is it possible to default certain values for particular fields? For e.g.
    company code.
    Yes it is possible to default values for certain fields where a parameter id
    is present.
    Step 1 Go to the input field to which you want to make defaults.
    Step 2 Press F1, then click technical info push button. This would open
    a window that displays the corresponding parameter id (if one has been
    allocated to the field) in the field data section.
    Step 3 Enter this parameter id using the following path on SAP Easy
    access screen System à User profile à Own data.
    Step 4 Click on parameter tab. Enter the parameter id code and enter the
    value you want as default. Save the usersettings.
    Which is the default exchange rate type which is picked up for all
    SAP transactions?
    The default exchange rate type picked up for all SAP transactions is M
    (average rate)
    Is it possible to configure the system to pick up a different exchange
    rate type for a particular transaction?
    Yes it is possible. In the document type definition of GL, you need to
    attach a different exchange rate type.
    What are the master data pre-requisites for document clearing?
    The Gl Account must be managed as an ‘open item management’ . This
    checkbox is there in the General Ledger Master Record called Open Item
    Management. It helps you to manage your accounts in terms of cleared
    and uncleared items. A typical example would be GR/IR Account in SAP
    (Goods Received/Invoice Received Account)
    Explain the importance of the GR/IR clearing account.
    GR/IR is an interim account. In the legacy system of a client if the goods
    are received and the invoice is not received the provision is made for the
    In SAP at the Goods receipt stage the system passes an accounting entry
    debiting the Inventory and crediting the GR/IR Account .Subsequently
    when an invoice is recd this GR/IR account is debited and the Vendor
    account is credited. That way till the time that the invoice is not received
    the GR/IR is shown as uncleared items.
    How many numbers of line items in one single entry you can have?
    The number of line items in one document you can accommodate is 999
    A Finance Document usually has an assignment field. This field
    automatically gets populated during data entry. Where does it get
    its value?
    This value comes from the Sort key entered in the Gl master record.
    How do you maintain the number range in Production environment?
    Do you directly create it in the Production box or do you do it by
    means of transport?
    Number range is to be created in the production client. You can
    transport it also by way of request but creating in the production client is
    more advisable.
    In customizing “company code productive “means what? What does
    it denote?
    Once the company code is live(real time transactions have started) this
    check box helps prevents deletion of many programs accidentally. This
    check box is activated just before go live.
    What is done by GR/IR regrouping program?
    The balance in a GR/IR account is basically because of 2 main types of
    Goods delivered but invoice not received – Here the Goods receipt is
    made but no invoice has yet been received from the vendor. In such a
    scenario GR/IR account will have a credit balance.
    Invoiced received but goods not delivered – Here the Invoice is
    received from the vendor and accounted for, but goods have not been
    received. In such a scenario GR/IR account will have a debit balance.
    The GR/IR account would contain the net value of the above two types of
    transactions. The GR/IR regrouping program analyses the above
    transactions and regroups them to the correct adjustment account. The
    balance on account of first transactions will be regrouped to another
    liability account and the balance on account of second transactions will
    be regrouped to an asset account.
    What are the functionalities available in the financial statement
    In the financial statement version the most important functionality
    available is the debit credit shift. This is more important in case of
    Bank overdraft accounts which can have a debit balance or a credit
    balance. Thus in case of a debit balance you would require the overdraft
    account to be shown on the Asset side. In case of credit balance you
    would require the account to be shown on the Liability side.
    Is it possible to print the financial statement version on a SAPscript
    Yes. It is possible to print the financial statement version on a SAPscript
    How do you configure the SAPscript form financial statement
    It is possible to generate a form from the financial statement version and
    print the financial statements on a SAPscript form. In the customizing for
    financial statement version select the FSV you created and choose Goto
    à Generate form à One column or Two column form.
    You can also copy form from the standard system.
    Is it possible to generate a financial statement form automatically?
    Yes. It is possible to generate a form automatically.
    Is it possible to keep the FI posting period open only for certain GL
    Yes. It is possible to keep open the FI posting period only for certain GL
    How do you keep the FI posting period open only for certain GL
    In transaction code OB52 click on new entries and maintain an interval
    or a single GL code for the account type S with the posting period
    variant. If the GL codes are not in sequence then you need to maintain
    further entries for the posting period variant and account type S.
    Can posting period variant be assigned to more than 1 company
    Yes. Posting period variant can be assigned to more than one company
    Accounts Receivable and Accounts
    At what level are the customer and vendor codes stored in SAP?
    The customer and vendor code are at the client level. That means any
    company code can use the customer and vendor code by extending the
    company code view.
    How are Vendor Invoice payments made?
    Vendor payments can be made in the following manner:
    Manual payments without the use of any output medium like cheques
    Automatic Payment program through cheques, Wire transfers, DME etc.
    How do you configure the automatic payment program?
    The following are the steps for configuring the automatic payment
    Step 1 Set up the following:
    Co. code for Payment transaction
    Define sending and paying company code.
    Tolerance days for payable
    Minimum % for cash discount
    Maximum cash discount
    Special GL transactions to be paid
    Step 2 Set up the following:
    Paying company code for payment transaction
    Minimum amount for outgoing payment
    No exchange rate diff
    Separate payment for each ref
    Bill/exch payment
    Form for payment advice
    Step 3 Set up the following:
    Payment method per country
    Whether Outgoing payment
    Check or bank transfer or B/E
    Whether allowed for personnel payment
    Required master data
    Doc types
    Payment medium programs
    Currencies allowed
    Step 4 Set up the following:
    Payment method per company code for payment transactions
    Set up per payment method and co. code
    The minimum and maximum amount.
    Whether payment per due day
    Bank optimization by bank group or by postal code or no
    Whether Foreign currency allowed
    Customer/Vendor bank abroad allowed
    Attach the payment form check
    Whether payment advice required
    Step 5 Set up the following:
    Bank Determination for Payment Transactions
    Rank the house banks as per the following
    Payment method, currency and give them ranking nos
    Set up house bank sub account (GL code)
    Available amounts for each bank
    House bank, account id, currency, available amount
    Value date specification
    Where do you attach the check payment form?
    It is attached to the payment method per company code.
    Where are Payment terms for customer master maintained?
    Payment terms for customer master can be maintained at two places i.e.
    in the accounting view and the sales view of the vendor master record.
    Which is the payment term which actually gets defaulted when the
    transaction is posted for the customer (accounting view or the sales
    The payment term in the accounting view of the customer master comes
    into picture if the transaction originates from the FI module. If an FI
    invoice is posted (FB70) to the customer, then the payment terms is
    defaulted from the accounting view of the customer master.
    The payment term in the sales view of the customer master comes into
    picture if the transaction originates from the SD module. A sales order is
    created in the SD module. The payment terms are defaulted in the sales
    order from the sales view of the customer master.
    Where are Payment terms for vendor master maintained?
    Payment terms for Vendor master can be maintained at two places i.e. in
    the accounting view and the purchasing view.
    Which is the payment term which actually gets defaulted in
    transaction (accounting view or purchasing view)?
    The payment term in the accounting view of the vendor master comes
    into picture if the transaction originates from the FI module. If an FI
    invoice is posted (FB60) to the Vendor, then the payment terms is
    defaulted from the accounting view of the vendor master.
    The payment term in the purchasing view of the vendor master comes
    into picture if the transaction originates from the MM module. A
    purchase order is created in the MM module. The payment terms are
    defaulted in the purchase order from the purchasing view of the vendor
    Explain the entire process of Invoice verification from GR to Invoice
    verification in SAP with accounting entries?
    These are the following steps:
    A goods receipt in SAP for a purchased material is prepared referring a
    purchase order.
    When the goods receipt is posted in SAP the accounting entry passed is:-
    Inventory account Debit
    GR/IR account credit
    A GR/IR (which is Goods receipt/Invoice receipt) is a provision account
    which provides for the liability for the purchase. The rates for the
    valuation of the material are picked up from the purchase order.
    When the invoice is booked in the system through Logistics invoice
    verification the entry passed is as follows:-
    GR/IR account debit
    Vendor credit
    How are Tolerances for Invoice verification defined?
    The following are instances of tolerances that can be defined for Logistic
    Invoice Verification.
    c. Small Differences
    d. Moving Average Price variances
    e. Quantity variances
    f. Price variances
    Based on the client requirement, the transaction can be “Blocked” or
    Posted with a “Warning” in the event of the Tolerances being exceeded.
    Tolerances are nothing but the differences between invoice amount and
    payment amount or differences between goods receipt amount and
    invoice amount which is acceptable to the client.
    Can we change the reconciliation account in the vendor master?
    Yes. Reconciliation account can be changed in the vendor master
    provided that the authority to change has been configured. Normally we
    should not change the reconciliation account.
    What is the impact on the old balance when the reconciliation
    account in the vendor master is changed?
    Any change you make to the reconciliation account is prospective and
    not retrospective. The old items and balances do not reflect the new
    account only the new transactions reflect the account.
    There is an advance given by the customer which lies in a special GL
    account indicator A. Will this advance amount be considered for
    credit check?
    It depends on the configuration setting in the special GL indicator A. If
    the “Relevant to credit limit” indicator is switched on in the Special GL
    indicator A the advances will be relevant for credit check, otherwise it will
    not be relevant.
    In payment term configuration what are the options available for
    setting a default baseline date?
    There are 4 options available:-
    1) No default
    2) Posting date
    3) Document date
    4) Entry date
    What is generally configured in the payment term as a default for
    baseline date?
    Generally document date is configured in the payment term as a default
    for base line date.
    How do you configure a special GL indicator for Customer?
    You can use an existing special GL indicator ID or create a new one.
    After creating a special GL indicator id, update the chart of accounts and
    the Reconciliation account. Also as a last step you need to update the
    special GL code.
    The special GL code should also be marked as a Reconciliation account.
    Switch on the relevant for credit limit and commitment warning
    indicators in the master record.
    Bank Accounting:
    How is Bank Reconciliation handled in SAP?
    The bank reco typically follows the below procedure:
    First, the payment made to a Vendor is posted to an interim bank
    clearing account. Subsequently, while performing reconciliation, an entry
    is posted to the Main Bank account. You can do bank reconciliation
    either manually or electronically.
    How do you configure check deposit?
    The following are the steps for configuring check deposit:-
    Step1: Create account symbols for the main bank and incoming check
    Step2: Assign accounts to account symbols
    Step3: Create keys for posting rules
    Step4: Define posting rules
    Step5: Create business transactions and assign posting rule
    Step6: Define variant for check deposit
    What is the clearing basis for check deposit?
    In the variant for check deposit we need to set up the following
    a) fields document number ( which is the invoice number),
    b) amount
    c) Short description of the customer.
    The document number and the invoice amount acts as the clearing
    How do you configure manual bank statement?
    The following are the steps for configuring manual bank statement:-
    Step1: Create account symbols for the main bank and the sub accounts
    Step2: Assign accounts to account symbols
    Step3: Create keys for posting rules
    Step4: Define posting rules
    Step5: Create business transaction and assign posting rule
    Step6: Define variant for Manual Bank statement
    How do you configure Electronic bank statement?
    The steps for Electronic Bank Statement are the same except for couple
    of more additional steps which you will see down below
    Step1: Create account symbols for the main bank and the sub accounts
    Step2: Assign accounts to account symbols
    Step3: Create keys for posting rules
    Step4: Define posting rules
    Step5: Create transaction type
    Step6: Assign external transaction type to posting rules
    Step7: Assign Bank accounts to Transaction types
    Fixed Assets
    What are the organizational assignments in asset accounting?
    Chart of depreciation is the highest node in Asset Accounting and this is
    assigned to the company code.
    Under the Chart of depreciation all the depreciation calculations are
    How do you go about configuring Asset accounting?
    The configuration steps in brief are as follows:-
    a) Copy a reference chart of depreciation areas
    b) Assign Input Tax indicator for non taxable acquisitions
    c) Assign chart of depreciation area to company code
    d) Specify account determination
    e) Define number range interval
    f) Define asset classes
    g) Define depreciation areas posting to general ledger
    h) Define depreciation key
    Explain the importance of asset classes. Give examples?
    The asset class is the main criterion for classifying assets. Every asset
    must be assigned to only one asset class. Examples of asset class are
    Plant& Machinery, Furniture & Fixtures, Computers etc. The asset class
    also contains the Gl accounts which are debited when any asset is
    procured. It also contains the gl accounts for depreciation calculation,
    scrapping etc
    Whenever you create an asset master you need to mention the asset
    class for which you are creating the required asset. In this manner
    whenever any asset transaction happens the gl accounts attached to the
    asset class is automatically picked up and the entry passed.
    You can also specify certain control parameters and default values for
    depreciation calculation and other master data in each asset class.
    How are depreciation keys defined?
    The specifications and parameters that the system requires to calculate
    depreciation amounts are entered in Calculation methods. Calculation
    methods replace the internal calculation key of the depreciation key.
    Depreciation keys are defaulted in Asset Master from the asset class.
    Refer to the configuration for more details of how depreciation is
    A company has its books prepared based on Jan –Dec calendar year
    for reporting to its parent company. It is also required to report
    accounts to tax authorities based on April- March. Can assets be
    managed in another depreciation area based on a different fiscal
    year variant?
    No. Assets accounting module cannot manage differing fiscal year variant
    which has a different start date (January for book depreciation and April
    for tax depreciation) and different end date (December for book
    depreciation and March for tax depreciation). In this case you need to
    implement the special purpose ledger.
    What are the special steps and care to be taken in Fixed asset data
    migration into SAP system especially when Profit center accounting
    is active?
    Data migration is slightly different from a normal transaction which
    happens in Asset accounting module.
    Normally, in asset accounting the day to day transactions is posted with
    values through FI bookings and at the same time the asset reconciliation
    is updated online realtime. Whereas In data Migration the asset master
    is updated with values through a transaction code called as AS91. The
    values updated on the master are Opening Gross value and the
    accumulated depreciation. The reconciliation GL account is not
    automatically updated at this point of time.
    The reconciliation accounts (GL codes) are updated manually through
    another transaction code called as OASV.
    If profit center is active, then after uploading assets through AS91 you
    should transfer the asset balances to profit center accounting through a
    Thereafter you remove the Asset GL code (reconciliation accounts) from
    the 3KEH table for PCA and update the Asset reconciliation account (GL
    code) through OASV.
    After this step you again update the Asset reconciliation account in the
    3KEH table.
    The reason you remove the Asset reconciliation code from 3KEH table is
    that double posting will happen to PCA when you update the Asset
    reconciliation manually.
    Is it possible to calculate multiple shift depreciation? Is any special
    configuration required?
    Yes it is possible to calculate multiple shift depreciation in SAP for all
    types of depreciation except unit of production. No special configuration
    is required.
    How do you maintain multiple shift depreciation in asset master?
    The following steps are needed to maintain multiple shift depreciation:
    1. The variable depreciation portion as a percentage rate is to be
    maintained in the detail screen of the depreciation area.
    2. The multiple shift factor is to be maintained in the time dependent
    data in the asset master record. This shift factor is multiplied by
    the variable portion of ordinary depreciation.
    Once you have done the above the SAP system calculates the total
    depreciation amount as follows:-
    Depreciation amount = Fixed depreciation + (variable depreciation * shift
    Let’s say you have changed the depreciation rates in one of the
    depreciation keys due to changes in legal requirements. Does
    system automatically calculate the planned depreciation as per the
    new rate?
    No. System does not automatically calculate the planned depreciation
    after the change is made. You need to run a program for recalculation of
    planned depreciation.
    What are evaluation groups?
    The evaluation groups are an option for classifying assets for reports or
    user defined match code (search code). You can configure 5 different
    evaluation groups. You can update these evaluation groups on to the
    asset master record.
    What are group assets?
    The tax requirements in some countries require calculation of
    depreciation at a higher group or level of assets. For this purpose you
    can group assets together into so-called group assets.
    What are the steps to be taken into account during a depreciation
    run to ensure that the integration with the general ledger works
    For each depreciation area and company code, specify the following:
    1 The frequency of posting depreciation(monthly,quarterly etc)
    2 CO account assignment (cost center)
    3 For each company code you must define a document type for
    automatic depreciation posting: This document type requires its
    own external number range.
    4 You also need to specify the accounts for posting. (Account
    Finally to ensure consistency between Asset Accounting and Financial
    Accounting, you must process the batch input session created by the
    posting report. If you fail to process the batch input session, an error
    message will appear at the next posting run.
    The depreciation calculation is a month end process which is run in
    batches and then once the batch input is run the system posts the
    accounting entries into Finance.
    How do you change fiscal year in Asset Accounting?
    n Run The fiscal year change program which would open new annual
    value fields for each asset. i e next year
    &#159; The earliest you can start this program is in the last posting period of
    the current year.
    &#159; You have to run the fiscal year change program for your whole
    company code.
    &#159; You can only process a fiscal year change in a subsequent year if the
    previous year has already been closed for business.
    Take care not to confuse the fiscal year change program with year-end
    closing for accounting purposes. This fiscal year change is needed only in
    Asset Accounting for various technical reasons.
    Is it possible to have depreciation calculated to the day?
    Yes it is possible. You need to switch on the indicator “Dep to the day” in
    the depreciation key configuration.
    Is it possible to ensure that no capitalization be posted in the
    subsequent years?
    Yes it is possible. You need to set it in the depreciation key
    How are Capital Work in Progress and Assets accounted for in SAP?
    Capital WIP is referred to as Assets under Construction in SAP and are
    represented by a specific Asset class. Usually depreciation is not charged
    on Capital WIP.
    All costs incurred on building a capital asset can be booked to an
    Internal Order and through the settlement procedure can be posted onto
    an Asset Under Construction. Subsequently on the actual readiness of
    the asset for commercial production, the Asset Under Construction gets
    capitalized to an actual asset.
    The company has procured 10 cars. You want to create asset
    masters for each of this car. How do you create 10 asset masters at
    the same time?
    While creating asset master there is a field on the initial create screen
    called as number of similar assets. Update this field with 10. When you
    finally save this asset master you will get a pop up asking whether you
    want to maintain different texts for these assets. You can update
    different details for all the 10 cars.
    FI-MM-SD Integration
    How do you go about setting the FI MM account determination ?
    FI MM settings are maintained in transaction code OBYC. Within these
    there are various transaction keys to be maintained like BSX, WRX,
    GBB, PRD etc. In each of these transaction keys you specify the GL
    accounts which gets automatically passed at the time of entry.
    Few examples could be: BSX- Stands for Inventory Posting Debit
    GBB-Standsfor Goods Issue/Scrapping/delivery
    of goods etc
    PRD- Stands for Price Differences.
    At what level is the FI-MM, FI-SD account determination settings?
    They are at the chart of accounts level.
    What are the additional settings required while maintaining or
    creating the GL codes for Inventory accounts?
    In the Inventory GL accounts (Balance sheet) you should switch on the
    ‘Post automatically only’ tick. It is also advisable to maintain the
    aforesaid setting for all FI-MM accounts and FI-SD accounts. This helps
    in preserving the sanctity of those accounts and prevents from having
    any difference between FI and MM, FI and SD.
    What is Valuation and Account assignment in SAP?
    This is actually the link between Materials Management and Finance.
    The valuation in SAP can be at the plant level or the company code level.
    If you define valuation at the plant level then you can have different
    prices for the same material in the various plants. If you keep it at the
    company code level you can have only price across all plants.
    Valuation also involves the Price Control .Each material is assigned to a
    material type in Materials Management and every material is valuated
    either in Moving Average Price or Standard Price in SAP. These are the
    two types of price control available.
    What is Valuation Class?
    The Valuation Class in the Accounting 1 View in Material Master is the
    main link between Material Master and Finance. This Valuation Class
    along with the combination of the transaction keys (BSX,WRX,GBB,PRD )
    defined above determine the GL account during posting.
    We can group together different materials with similar properties by
    valuation class. Eg Raw material,Finsihed Goods, Semi Finished
    We can define the following assignments in customizing :
    All materials with same material type are assigned to just one valuation
    Different materials with the same material type can be assigned to
    different valuation classes.
    Materials with different material types are assigned to a single valuation
    Can we change the valuation class in the material master once it is
    Once a material is assigned to a valuation class in the material master
    record, we can change it only if the stocks for that material are nil. If the
    stock exists for that material, then we cannot change the valuation class.
    In such a case, if the stock exists, we have to transfer the stocks or issue
    the stocks and make the stock nil for the specific valuation class. Then
    only we will be able to change the valuation class.
    Does the moving average price change in the material master during
    issue of the stock assuming that the price control for the material is
    Moving Average?
    The moving average price in the case of goods issue remains unchanged.
    Goods issue are always valuated at the current moving average price. It
    is only in goods receipt that the moving average price might change. A
    goods issue only reduces the total quantity and the total value in relation
    to the price and the moving price remains unchanged. Also read the
    next question to learn more about this topic.
    If the answer to the above question is ‘Yes’, then list the scenario in
    which the moving average price of the material in the material
    master changes when the goods are issued.
    The moving average price in the material master changes in the scenario
    of Split Valuation which is sometimes used by many organizations. If the
    material is subject to split valuation, the material is managed as Several
    partial stocks and each partial stock is valuated separately.
    In split valuation, the material with valuation header record will have ‘v’
    moving average price. This is where the individual stocks of a material
    are managed cumulatively. Here two valuation types are created, one
    valuation type can have ‘v’ (MAP) and the other valuation type can have
    ‘s’(standard price).
    In this case, whenever the goods are issued from the respective valuation
    types, always the MAP for the valuation header changes.
    What is the accounting entry in the Financial books of accounts
    when the goods are received in unrestricted use stock? Also
    mention the settings to be done in the ‘Automatic postings’ in SAP
    for the specific G/L accounts.
    On receipt of the goods in unrestricted-use stock, the Inventory account
    is debited and the GR/IR account gets credited. In customization, in the
    automatic postings, the Inventory G/L account is assigned to the
    Transaction event key BSX and the GR/IR account is assigned to the
    Transaction event key WRX.
    If a material has no material code in SAP, can you default the G/L
    account in Purchase order or it has to be manually entered?.
    If a material has no material code in SAP, we can still, default the G/L
    account with the help of material groups. We can assign the valuation
    class to a material group and then in FI-automatic posting, we can
    assign the relevant G/L account in the Transaction event key. The
    assignment of a valuation class to a material group enables the system to
    determine different G/L accounts for the individual material groups.
    What is the procedure in SAP for Initial stock uploading? Mention
    the accounting entries also.
    Initial stock uploading in SAP from the legacy system is done with
    inventory movement type 561( a MM transaction which is performed).
    Material valuated at standard price: For a material valuated at
    standard price, the initial entry of inventory data is valuated on the basis
    of standard price in the material master. If you enter an alternative value
    at the time of the movement type 561, then the system posts the
    difference to the price difference account.
    Material valuated at moving average price: The initial entry of
    inventory data is valuated as follows : If you enter a value when
    uploading the initial data, the quantity entered is valuated at this price.
    If you do not enter a value when entering initial data, then the quantity
    entered is valuated at the MAP present in the material master.
    The accounting entries are: Inventory account is debited and Inventory
    Historical upload account is credited.
    How do you configure FI-SD account determination?
    The FI-SD account determination happens through an access sequence.
    The system goes about finding accounts from more specific criteria to
    less specific criteria.
    This is the sequence it would follow:
    1) It will first access and look for the combination of Customer
    accounts assignment grp/ Material account assignment grp/
    Account key.
    2) If it does not find the accounts for the first combination it will look
    for Customer account assignment grp and account key
    3) Furthermore, if it does not find accounts for the first 2 criteria’s
    then it will look for Material account assignment grp/Account key.
    4) If it does not find accounts for the all earlier criteria’s then finally it
    will look for Account key and assign the GL code.
    Thus posting of Sales Invoices into FI are effected on the basis of a
    combination of Sales organization, Account type, or Customer and
    Material Account assignment groups and following are the options
    a. Customer AAG/Material AAG/Account type
    b. Material AAG/Account type
    c. Customer AAG/Account type
    For each of this option you can define a Gl account. Thus the system
    uses this gl account to automatically pass the entries.
    Logistics Invoice Verification
    Can you assign multiple G/L accounts in the Purchase order for the
    same line item?
    Yes, we can assign multiple G/L accounts in the Purchase order for the
    same line item. The costs can be allocated on a percentage or quantity
    basis. If the partial goods receipt and partial invoice receipt has already
    taken place, then the partial invoice amount can be distributed
    proportionally, i.e. evenly among the account assigned items of a
    Purchase order. Alternatively the partial invoice amount can be
    distributed on a progressive fill-up basis, i.e. the invoiced amount is
    allocated to the individual account assignment items one after the other.
    What is Credit memo and subsequent debit in Logistics Invoice
    The term credit memo refers to the credit memo from the vendor.
    Therefore posting a credit memo always leads to a debit posting on the
    vendor account. Credit memos are used if the quantity invoiced is higher
    than the quantity received or if part of the quantity was returned.
    Accounting entries are : Vendor account is debited and GR/IR account is
    Subsequent debit : If a transaction has already been invoiced and
    additional costs are invoiced later, then subsequent debit is necessary. In
    this case you can debit the material with additional costs, i.e. GR/IR
    account debit and Vendor account credit. When entering the Subsequent
    debit, if there is no sufficient stock coverage, only the portion for the
    available stock gets posted to the stock account and rest is posted to the
    price difference account.
    What do you mean by Invoice parking, Invoice saving and Invoice
    Invoice parking : Invoice Parking is a functionality which allows you to
    create incomplete documents and the system does not check whether the
    entries are balanced or not. An accounting documents is also not created
    when the invoice is in parked mode.
    Thus you can create incomplete documents and then post it later to
    accounting when you feel it is complete. You can even rectify the Parked
    invoice. This feature is used by many companies as on many occasions
    all data relating to the invoice might not be available.
    Invoice saving : This is also called Invoice processing or Invoice posting.
    The accounting document gets created when the invoice is posted in SAP.
    Invoice confirmation : There is no terminology in SAP as Invoice
    What are Planned delivery costs and Unplanned delivery costs?
    Planned delivery costs: are entered at the time of Purchase order. At
    goods receipt, a provision is posted to the freight or customs clearing
    e.g. FRE is the account key for freight condition, hence the system can
    post the freight charges to the relevant freight revenue account and FR3
    is the account key for Customs duty, hence the system can post the
    customs duty to the relevant G/L account.
    These account keys are assigned to the specific condition types in the
    MM Pricing schema.
    In terms of Invoice verification : If the freight vendor and the material
    vendor is the same : then we can choose the option : Goods service items
    + Planned delivery costs.
    If the freight vendor is different from the material vendor: then for
    crediting only the delivery costs, we can choose the option: Planned
    delivery costs.
    Unplanned delivery costs: are the costs which are not specified in the
    Purchase order and are only entered when you enter the invoice.
    What is the basis on which the apportionment is done of unplanned
    delivery costs?
    Unplanned delivery costs are either uniformly distributed among the
    items or posted to a separate G/L account.
    For a material subjected to Moving average price, the unplanned delivery
    costs are posted to the stock account, provided sufficient stock coverage
    For a material subjected to Standard price, the unplanned delivery costs
    are posted to the Price difference account.
    There are cases where Invoice verification is done first before the
    Goods receipt is made for the purchase order . In these cases with
    what values would the Goods receipt be posted ?
    Since the invoice verification has been done first the Goods Receipts will
    be valued with the Invoice value.
    FI Month End Closing Activities
    What are the Month End Closing Activities in Finance?
    1. Recurring Documents.
    a) Create Recurring documents
    b) Create Batch Input for Posting Recurring Documents
    c) Run the Batch Input Session
    2. Posting Accruals or Provisions entries at month end
    3. Managing the GR/IR Account-Run the GR/Ir Automatic Clearing
    4. Foreign Currency Open Item Revaluation-Revalue Open Items in
    5. Maintain Exchange Rates
    6. Run Balance Sheets –Run Financial Statement Version
    7. Reclassify Payables and Receivables if necessary
    8. Run the Depreciation Calculation
    9. Fiscal Year Change of Asset Accounting if it is year end
    10. Run the Bank Reconciliation
    11. Open Next Accounting Period
    Controlling Module
    Explain the organizational assignment in the controlling module?
    Company codes are assigned to the controlling area. A controlling area
    is assigned to the operating concern.
    Controlling Area is the umbrella under which all controlling activities of
    Cost Center Accounting, Product costing, Profitability Analysis and Profit
    Center are stored.
    Operating Concern is the highest node in Profitability Analysis
    What is primary Cost element and secondary cost element?
    Every Profit and Loss GL account that needs to be controlled has to be
    defined as a cost element in SAP. Just as in FI General Ledger Accounts
    exist, in Controlling we have Cost element.
    Each FI General Ledger Account that is a Profit and Loss Account is also
    created as a Cost element in SAP.
    Primary Cost Elements are those which are created from FI general
    Ledger Accounts and impact the financial accounts eg. Travelling
    expenses, consumption account infact, any Profit and Loss GL account
    Secondary Cost Elements are those which are created only in
    controlling and does not affect the financials of the company. It is used
    for internal reporting only. The postings to these accounts do not affect
    the Profit or Loss of the company.
    The following categories exist for secondary cost elements:
    21 Internal Settlement:
    Cost elements of this category is used to settle order costs to objects in
    controlling such as cost centers, pa segments etc.
    31 Order/Results Analysis:
    Used to calculate WIP on the order/project
    41 Overhead
    Used to calculate indirect costs from cost centers to orders
    42. Assessment
    Used to calculate costs during assessment
    43 Internal Activity Allocation
    Used to allocate costs during internal activity allocation such as Machine
    Labour etc
    What are cost objects?
    A cost object means a cost or a revenue collector wherein all the costs or
    revenues are collected for a particular cost object. Examples of this could
    be cost center, production order, internal order, projects, sales order
    So whenever you look at any controlling function the basic thing you
    need to ask yourself is What is the cost element(expense) I want to
    control and what is the cost object ( i.e. either the production order, sales
    order, internal order) I am using to control this cost element. Sounds
    confusing read it again it is very simple
    Controlling is all about knowing the cost element and the cost
    object. Every time pose this question to yourself what is the cost
    element what is the cost object.
    At the end of the period all costs or revenues in the cost object are settled
    to their respective receivers which could be a gl account, a cost center,
    profitability analysis or asset.
    It is very important that you understand this otherwise you would
    struggle to understand Controlling.
    Cost Center Accounting:
    How is cost center accounting related to profit center?
    In the master data of the Cost Center there is a provision to enter the
    profit center. This way all costs which flow to the cost center are also
    captured in the profit center.
    Cost centers are basically created to capture costs e.g. admin cost center,
    canteen cost center etc
    Profit centers are created to capture cost and revenue for a particular
    plant, business unit or product line.
    What is a cost element group?
    Cost element group is nothing but a group of cost elements which help
    one to track and control cost more effectively. You can make as many
    number of cost element groups as you feel necessary by combining
    various logical cost elements.
    What is a cost center group?
    In a similar line the cost center group is also a group of cost centers
    which help one to track and control the cost of a department more
    effectively. You can make as many number of cost centers as you feel
    necessary by combining various logical cost centers
    Infact you can use various combinations of cost center group with the
    cost element group to track and control your costs per department or
    across departments
    What is the difference between Distribution and Assessment?
    Distribution uses the original cost element for allocating cost to the
    sender cost center. Thus on the receiving cost center we can see the
    original cost element from the sender cost center. Distribution only
    allocates primary cost.
    Assessment uses assessment cost element No 43 defined above to
    allocate cost. Thus various costs are summarized under a single
    assessment cost element. In receiver cost center the original cost
    breakup from sender is not available. Assessment allocates both primary
    as well as secondary cost.
    What are the other activities in Cost center?
    If you have a manufacturing set up, entering of Activity prices per cost
    center/activity type is an important exercise undertaken in Cost center
    What is an Activity Type?
    Activity types classify the activities produced in the cost centers.
    Examples of Activity Type could be Machine, Labour, Utilities
    You want to calculate the activity price through system? What are
    the requirements for that?
    In the activity type master you need to select price indicator 1 – Plan
    price, automatically based on activity.
    When activity price is calculated through system whether activity
    price is shown as fixed or variable?
    Normally when activity price is calculated through system it is shown as
    fixed activity price since primary cost are planned as activity independent
    What is required to be done if activity price is to be shown both
    fixed and variable?
    In this case you need to plan both activity independent cost which are
    shown as fixed costs and activity dependent costs which are shown as
    variable costs.
    Is it possible to calculate the planned activity output through
    Yes. It is possible to calculate the planned activity output through
    system by using Long term Planning process in PP module.
    Explain the process of calculating the planned activity output
    through Long term planning?
    In Long term planning process the planned production quantities are
    entered for the planning year in a particular scenario. The Long term
    planning is executed for the scenario. This generates the planned activity
    requirements taking the activity quantities from the routing and
    multiplying with the planned production.
    The activity requirements are then transferred to the controlling module
    as scheduled activity quantities. Thereafter you execute a plan activity
    reconciliation which will reconcile the schedule activity and the activity
    you have planned manually. The reconciliation program updates the
    scheduled activity quantity as the planned activity in the controlling
    You want to revalue the production orders using actual activity
    prices. Is there any configuration setting?
    Yes. There is a configuration setting to be done.
    Where is the configuration setting to be done for carrying out
    revaluation of planned activity prices in various cost objects?
    The configuration setting is to be done in the cost center accounting
    version maintenance for fiscal year. This has to be maintained for version
    0. You need to select revalue option either using own business
    transaction or original business transaction.
    At month end you calculate actual activity prices in the system.
    You want to revalue the production orders with this actual activity
    prices. What are the options available in the system for revaluation?
    The options available are as follows:-
    You can revalue the transactions using periodic price, average price or
    cumulative price.
    Further you can revalue the various cost objects as follows:-
    Own business transaction – Differential entries are posted
    Original business transaction – The original business transaction is
    Internal orders
    What is the purpose of defining Internal orders.?
    An example would help us understand this much better.
    Lets say in an organization there are various events such as trade fairs,
    training seminars, which occur during the year. Now lets assume for a
    second that these Trade fairs are organized by the Marketing cost center
    of the organization. Therefore in this case marketing cost center is
    responsible for all the trade fairs costs. All these trade fairs costs are
    posted to the marketing cost centers. Now if the management wants an
    analysis of the cost incurred for each of the trade fair organized by
    the marketing cost center how would the marketing manager get
    this piece of information across to them? The cost center report
    would not give this piece of info
    Now this is where Internal Order steps in .If you go through all cost
    center reports this information is not readily available since all the costs
    are posted to the cost center.
    SAP, therefore provides the facility of using internal orders which comes
    in real handy in such situations. In the above scenario the controlling
    department would then need to create an internal order for each of the
    trade fair organized. The cost incurred for each of the trade fair will be
    posted to the internal orders during the month. At the month end, these
    costs which are collected in the internal order will be settled from these
    orders to the marketing cost center. Thus the controlling person is now
    in a position to analyze the cost for each of the trade fair separately.
    Thus internal order is used to monitor costs for short term events,
    activities. It helps in providing more information than that is provided on
    the cost centers. It can be widely used for various purposes .
    How can you default certain items while creation of internal order
    master data?
    You can do so by creating a model order and then update the fields
    which you want to default in this model order. Finally attach this model
    order in the internal order type in the field reference order.
    Once the above is done whenever you create an internal order for this
    order type the field entries will get copied from the model order.
    What is the configuration setting for the release of the internal
    order immediately after creation?
    You have to check the “release immediately” check box in the
    internal order type.
    Product Costing
    What are the important Terminologies in Product Costing?:
    Results Analysis Key – This key determines how the Work in Progress is
    Cost Components - The break up of the costs which get reflected in
    the product costing eg. Material Cost, Labour Cost, Overhead etc
    Costing Sheets - This is used to calculate the overhead in
    Costing Variant - For All manufactured products the price control
    recommended is Standard Price. To come up with this standard price for
    the finished good material this material has to be costed. This is done
    using Costing Variant. Further questions down below will explain this
    concept better.
    What are the configuration settings maintained in the costing
    Costing variant forms the link between the application and Customizing,
    since all cost estimates are carried out and saved with reference to a
    costing variant. The costing variant contains all the control parameters
    for costing.
    The configuration parameters are maintained for costing type, valuation
    variants, date control, and quantity structure control.
    In costing type we specify which field in the material master should be
    In valuation variant we specify the following
    a) the sequence or order the system should go about accessing
    prices for the material master (planned price, standard price,
    moving average price etc).
    b) It also contains which price should be considered for activity price
    calculation and .
    c) How the system should select BOM and routing.
    How does SAP go about costing a Product having multiple Bill of
    materials within it?
    SAP first costs the lowest level product, arrives at the cost and then goes
    and cost the next highest level and finally arrives at the cost of the final
    What does the concept of cost roll up mean in product costing
    The purpose of the cost roll up is to include the cost of goods
    manufactured of all materials in a multilevel production structure at the
    topmost level of the BOM(Bill of Material)
    The costs are rolled up automatically using the costing levels.
    1) The system first calculates the costs for the materials with the
    lowest costing level and assigns them to cost components.
    2) The materials in the next highest costing level (such as semifinished
    materials) are then costed. The costs for the materials
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    3) Document type is also attached here
    4) Allocation structure and PA transfer structure is also attached to the
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    The settlement profile created is then attached to the order type.
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    b) Target receiver whether it is a Profitability segment or fixed asset or
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  • CO Document Transfer: Planning Data to General Ledger

    I have run kp06 for cost center planning.
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    I hv run the fagl_co_plan. 
    The message as follows.
    Log: CO Document Transfer: Planning Data to General Ledger
    Processing type                        Test run
    Date                                   21.07.2010
    Time                                   19:45:54
    Check for rcrds                        Yes
    No. of documents not posted                     0
    No. of docs posted with messages                0
    No. of docs posted correctly                    0

  • Special Purpose Ledger & Special General Ledger

    Hi Experts
    Is there any difference between Special Purpose Ledger & Special General Ledger. If so please give me some real time examples.
    Points will be rewarded.
    Ali Abidi

    Dear Ali Abidi:
                        The Special General Ledger is making refence to special accounts like "Down Payment" used to issued operations that could not be posted to the "normal" general ledger accounts. And in the other side, the Special Purpose Ledger is a Ledger different from the usual ledger used in FI. The special purpose ledger is into R/3 but I think that the main difference is that the first is an account and the second is a ledger used for special purposes. I have not got a reference of time but we can think that the Special General Ledger is an special account used at any time and the Special Purpose Ledger is a separate ledger used when it is required. The difference I think is not in "time" but in the "substance".
    I hope being clear for you. If you needed a time reference I could try find it.
    Your Sincerely
    Leonardo Lopez

  • How to update check number in general ledger and vendor ledger automatical

    Dear All,
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    Kindly suggest me how to update check number . Is there any programm or enahancement for check updation.kindly suggest me.
    Thanks in advance
    Thanks and Regards

    If I am understanding correctly what you are wanting is to be able to see the check number for the payment document in both FBL1N and FAGLL03.
    Special fields for AP line item reporting can be configured via IMG. Define additional fields for line item display> 
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    PAYR  table name.
    CHECF Field name
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    You may also need to reset the ALV buffer using program BALVBUFDEL
    Resetting the buffer is only necessary once in each client.
    Hope this helps.

  • Budgeting and control system

    we implemented fi, co, mm, sd, pp and project systems. we want to implement budgeting and control system. what is the exact flow of BCS in between these modules,

    Prepare Funds Management Installation
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    7. If you want to integrate Assets Accounting, you must go to the Funds Management implementation guide and flag as budget relevant the transaction types for the individual transactions (acquisitions and retirements). You can find more information in the IMG Funds Management Government in the section Flag Transaction Types as Budget Relevant.
    8. If you want to integrate Payroll Accounting with Funds Management, you must define funds centers and funds for the individual Infotypes. For more information, see the Funds Management IMG Funds Management Government in the section "Define Start Date for HR Integration (Without HR Commitments Scenario 2)".
    9. If you want to integrate Travel Management with Funds Management, the "funds center", "commitment item" and "fund" fields must be ready to accept input when you post in Travel Expense Accounting. You enter these settings in the Travel Management IMG Dialogue and settlement control -> Screen layout for trip data input -> Set up variable construction for account assignment objects.
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  • Difference Between Special Purpose Ledger and New General Ledger

    Dear All,
    Could any boy explain me the difference between Special Purpose Ledger and New General Ledger?

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    You also see the nsap note 756146

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    Copyright © 2004-2015 Christopher G. Relf. Some Rights Reserved. This posting is licensed under a Creative Commons Attribution 2.5 License.


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