WIN INSTITUTE _ IQ_ Notes_Soma Venkata Kiran Kumar_995 995 6768

Sl No Index Page no
1 Basic settings 2-6
2 General Ledger 7-11
3 Interest Calculation 12
4 Foreign currency revaluation 13

configuration flow
5 Accounts Payable 14 -22
6 Closing cockpit 22
7 23-24
Accounts Receivable
8 25-31
Asset Accounting
9 32
EBS
10 33
LSMW
11 34-35
IDOCS
12 36-40
Integration (FI - MM ) OBYC
13 41-42
Integration (FI - SD ) VKOA
14 43-45
NEW GL
15 46
Document Splitting
16 47
FI-CO integration
17 48-49
CO-PA
18 50-51
TABLES
19 52-53
Real Time
20 54-57
GAP
21 58
Types of Testing
23 59-61
Controlling
24 62-64
Sales Tax
25 65-66
Validation /Substitution
26 67-68
Month End Activities
27 68-69
Year End Activities

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Basic settings
1) What do you mean by company in sap?

A company is an organizational unit in Accounting which represents a business organization

according to the requirements of commercial law in a particular country. For which individual
financial statements are created according to the relevant legal requirements. A company can include
one or more company codes.

2) What do you mean by company code?

Company code is one of the organizational unit and legal entity. which is formed as per local law
where we generate financial statements individually.

3) What do mean by segment in sap?

Segment is also one of the organizational element it can be a geographical area. It is new GL concept.

4) What is profit center and use of it?

Where profit will be generate, we called it as profit center. Profit center can be product or area and it
one of the node in org structure.

Profit Center: Profit center is an organizational unit used for internal controlling purposes. Profit
center accounting at profit center level is based on costs and revenues. Every profit center is assigned
to the controlling area organizational unit. Profit center can be assigned in cost center master data.

5) What is the use of cost center?

Cost center is also one of the organizational element in CO where we book our cost.

6) What is chart of accounts and use of it?

Chart of accounts is nothing but list of GL accounts or structure of GL accounts. By using account
groups we create GL accounts at the time of account group creation we create with the combination
of chart of accounts. There are three types of COA`s are there
1. Operational
2. Country
3. Group

Operational COA is use to post our day to day business transactions. It is mandatory.
Country specific COA will be create as per country legal requirements. The usage of country COA is
optional
Group COA is used for consolidation prepuce. The usage of group COA is also optional

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7) How many types of chart of accounts are there in sap and use of each one?
a. Operational
b. Country
c. Group

Operational COA is use to post our day to day business transactions. It is mandatory.

Country specific COA will be create as per country legal requirements. The usage of country COA is
optional

Group COA is used for consolidation prepuce. The usage of group COA is also optional

8) Is it possible to assign one COA to multiple company codes?

Yes, we can assign one COA to multiple company codes.

9) How many COA can we assign to one company code?

Only one operation COA we can assign to a company code. Afford from we can assign country
specific and group COA as well if it require.

10) What do you specify in COA?

We specify name of COA, language of COA, length of GL account number and cost element
creation.

11) What is account group in sap and what it does?

Account are highest nodes in master data creation. In order to maintain similar types of accounts as
group we must create account groups. By using this we create master data. Account groups controls
the number range interval of the master records and field status of the master records.

12) What is retained earnings account and use?

Retained earnings account is a bridge between P/L accounts to Balance sheet B/S. at the yearend
balance of P/L will carry forward to B/S through this account.

13) Is it possible to maintain more than one retaining account and use?

Yes, we can maintain more than one based on requirement. So when we assign more than one we
have to specify the retained earning account in GL, at the time of P/L GL account creation. Then the
respective values will go respective retained earnings account.

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14) What is fiscal year variant?

It is 2 digit Alfa numeric key it contain posting periods. There are two types of fiscal years are there 1
is year dependent and 2 is year independent.

1 year dependent fiscal year is which varies the starting and ending date to year to year
is called year dependent

2 year independent which does not varies the starting and ending date to each fiscal
year is called year independent

15) What is short end fiscal year?

Short end fiscal year nothing which fiscal year does not have 12 normal posting periods is called it
short end fiscal year. It must be year dependent.

16) Is it possible to assign one fiscal year variant to multiple company codes?

Yes, we can assign more than one company code.

17) What is posting period variant and use?

It is 4 digit Alfa numeric key it contains which month is open and which month is closed.

18) What are the posting periods and use?

Posting periods are months where we post all our day to day business transactions.

19) Is it possible to assign one posting period to multiple to company codes?

Yes, we can assign more than one company code.

20) What do you mean by document number range and use?

Document number is unique identification. Document number can be internal or external. If it is

internal system will generate number for the document from the interval. If it is external we have to
give number to the document from the interval.

21) How many types of number range are there in sap and use?

Document number can be internal or external. If it is internal system will generate number for the
document from the interval. If it is external we have to give number to the document from the
interval.

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22) What is document type in sap and use/what it controls?

Document type bifurcates the business transactions based on nature of the transaction. So we can
come to know what type of entry it is by seeing the document type. It controls the document header
data fields like reference number header text fields and it controls the

a. Number range interval of the document

[Link] document type
c. Account types which are to allowed
[Link] rate type for the document type
e. Negative postings allowed
f. Intercompany transactions allowed

23) What is field status variant?

It is 4 digit Alfa numeric key it contains the field status groups.

24) Is it possible to assign one field status variant to multiple company codes?

Yes, we can assign one FSV to more than one company code.

25) What is field status group and use or what is does?

Field status group controls the field status of document line item. We assign this group in GL master
so at the time of posting we give GL account based on this link will be happen.

26) What is posting key use?

System does not know which line item is debit and which line item is credit, based on posting key
which we give at line item level system will treat debit and credit line items. And posting key also
controls the field status of the document line item like field status group.

27) Deference between posting key and field status variant?

Posting key is at client level field status group is company code level. So if you make any changes at
posting key level it will be applicable to all company codes in client whereas field states group does
not do it because it is company code level.

28) What is the use of tolerance group in sap?

This we used for posting with tolerance. It is mandatory basic setting. Here we give tolerance limit
for debit and credit line items. It can be either in percentage or amount.

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29) How many types of tolerance groups are there in sap FI?
a. Tolerance group for GLs
b. Tolerance group for employee
c. Tolerance group for vendors/ customers
30) What do you mean by global parameters?

From here we can see all the values which we assigned to company code and we can maintain some
values from here those are like propose fiscal year, PAN number, balance sheet per business area etc..

31) How many variants are available in sap?

Field status variant

Fiscal year variant

Posting period variant

32) What is the use of propose fiscal year check box?

If we select this option system proposes the always with current year as default value like value date
also works.

33) What is the use of default value date?

If we select this option system proposes the always with current date as value date as default value.

34) What are special periods use?

Special periods are part of last fiscal year. Usage of special periods purely optional. The Special
periods in a fiscal year can be used for things like posting audit or tax adjustments to a closed fiscal
year.

35) What do you mean by company code is productive and where do we specify?

If you select this option system prevent automatic deletion of programs and settings generally we
select this in production system. This option is available in global parameters.

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GL - General ledger

36) What is GL account?

It is a key or master which we use to post transactions to update books. There are used to post day to
day business transactions.

37) How many segment are available in GL what are?

There are 2 segments are there (FS00)

Chart of accounts segment

Company code segment

38) What is account currency?

In which currency account is created is called account currency it can be local currency or other
currency.

39) What is the use of only balance in local currency check box?

Select this check box where you want to update balance in local currency. When you select this
option balance of the account only will show in local currency it won’t show in other currency.

40) What is the use of exchange rate difference key?

This is just 4 digit key which we use to calculation exchange rate differences.

41) What do you mean by tax category?

If the GL account is subject to tax we have to specify tax category whether it is input or output or all
categories. Then you have to give tax category field value.

42) What is the use of post with allowed tax check box?

If you give value for tax category we must give tax code otherwise system will not allow us to post. If
we select this option system will allow to post transaction without giving tax code.

43) What is reconciliation account type?

Reconciliation account is a bridge between sub ledger and main ledger. We can’t post transactions
directly to this account.

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44) What is the use of alternative account number in GL master?

The alternative account number field in the company code area is freely definable. You could use it to
enter the account number from your legacy system or

If we implemented country specific chart of accounts this field must filled with country specific
account. The account number from a country chart of accounts if your corporate group uses a
standard chart of accounts.

45) What is the use selecting line item display?

Select this option if you want to see line items in ledger view. If you select open item management
check box this field is mandatory. We must select to clear line items.

46) What is the use of open item management explain briefly?

Select this option where clearing is required. If you select this option we will be able to see all the
line items separately in ledger like open item and cleared items. Generally we select this option for
only balance sheet GLs we can`t select for P/L accounts. Then we can clear against line items fully or
partially or residually

47) Difference between partial clearing and residual clearing?

If you go for partial clearing the document will keep open till you pay remaining amount whereas if
you go for residual clearing the original document will be cleared and new document will be generate
for new residual line amount.

48) What are the pre-requisites to select open item management check box?

Line item display check box. It is mandatory if the GL is managed with open item management.

49) What do you mean by post automatically check box and for what type of account we select
give some examples?

Select this option where you want to post automatically. If we select we can`t post manually to
particular GLs.

EX: GR/IR

50) What is the use of interest indicate?

Specify this indicator in GLs where you want to calculate interest on open items.

51) Is it possible to maintain multiple languages in GL master?

Yes, we can maintain in multiple languages in GLs. We can`t maintain languages in chart of
accounts.

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52) What do you mean by GL account block and how many ways are there the use of each one
is?

If you go for account block it will ask you against what you want to block like

i. Block for creation

ii. Block for planning
iii. Block for posting

So if you block GLs those will be no longer valid to against you option. If you block for posting we
can’t make any posting like remaining also work.

53) What do you mean by document date and posting date difference between?

On which date you want to create is document date and on which date you post document is posting
date. These can be different dates.

54) What is posting period how it comes automatically at time of posting?

In which period your posting is called posting period the period must be open. This will be fill
automatically based on posting date.

55) What is the use of reference field in sap?

It is free defined field we can give value in this field for identification purpose.

56) What is the use of document header text?

It is free defined field we can give value in this field for short text of document identification.

57) How many segment are there in document what are they?

Two segments are there in document those are [Link] data segment (BKPF table) [Link] item
segment (BSEG table).

58) What do you mean by document over view and simulation difference between those?

If you go for document over view it just shows the over view of document but not if you miss any
required field where as if you go for document simulation it will ask missing values before show you
over view.

59) What do you mean by interest calculation type and what are the types?

There are 2 types of calculations are there

1)Balance interest calculation (on GLs)

2)Item interest calculation (on vendors and customers)

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60) What are the entries in interest calculation in sap?

1. At the time of lone taking
Cash account DR --------------10000
To lone account -------10000
2. Interest paid
Interest paid account DR------200
To lone account -------200

61) What are substitutions and validations? What is the precedent?

Validations are used to check settings and return a message if the prerequisite check condition is met.
Substitutions are similar to validations; they actually replace and fill in field values behind the scenes
without the user’s knowledge unlike validations that create on-screen msgs to the user.

62) What is the use of exchange rate calculation in sap?

As per accounting standards we have to value the FC in local currency how much we are holding as
FC. So when we value this we may get either profit or loss, we called it as exchange loss or exchange
gain.

63) What is parking document?

This is a type of release procedure. We park the document for approval purposes in SAP. It will not update in
ledger balance but the number for document will be generated from the number range assigned respectively
e.g. SA/KR/DR. [Link]: FV50, FV60, and FV70. Display changes: FBV5 Post parked doc: FBV0.

64) What is hold document?

Generally hold documents are created where we don’t have complete information to post the transaction.
Here we can give any document number alpha numeric key. It will not update in ledger balance. FB01L, FB50,
FB60, FB70 are the transactions to hold the doc

65. Auto Clearing ?

F.13 Generally the auto clearing concept is required to clear GL accounts, vendor accounts and customer
accounts, where they are having open debits and open credit line items with zero (0) balances. Automatically
based on the clearing criteria rules defined. When GR is done against the PO and again IR is done against the
GR, both the accounts when seen in FBL1N, these both accounts are shown as open items. For to move this
GR/IR clearing line items to cleared status, we have to run [Link]: F.13. Automatic posting clearing
configuration [Link] is OB74. Here you give criteria matching like give field names to match. Like Ch of accts
Acct type From acct To acct Criteria 1 Criteria 2 Criteria 3 Criteria 4 XYZ S D K 100500 A A 100599 ZZZZZZZ
ZZZZZZZ XBLNR XBLNRXBLNR EBELN GSBER GSBERGSBER ZUONR ZOUNR XREF1 Then you run F.13. Manual
clearing is done at F-07, F-03 for GL for OI clearing, F-53, and F-44 for vendor and F-28, F-32 for customer. P

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66. What is the difference between sample document and recurring document?

Sample document and recurring documents both are templates and will not be having any impact on your
financial position. Here you use the templates to control your mistakes or changes and to save the time. In
sample document template you can change the entire fields’ maximum except company code and currency.
You can change the amount, GL account, posting date. Recurring means re-occurring that means the amount
will be the same for all periods like rent, insurance etc. Here you can change the posting date you cannot
change the amount. F-01 is for sample document. Number range is X2 for sample documents. F.57 is for
delete. FBD1 is to create recurring document and to post recurring document is F.14, and to display with due
date wise is F.15. Delete recurring document is F.56. Number range is X1 for recurring documents.

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Interest Rate calculation

There are two types of interest calculations are there

[Link] interest calculation SFor GL Accounts

[Link] interest calculation PFor Vendors and Customers

[Link] interest calculation types:

Here we specify whether it is balance interest calculation are item interest calculation.

[Link] account balance interest calculation :

Here we specify interest calculation indicator the frequency (monthly,quarterly,yearly) and

calendar type

[Link] reference interest rates :

Here we specify whether this interest rate is for debit or credit and effective from date currency.

[Link] time dependent terms:

In this activity we establish the link b/w interest calculation indicator or reference indicator
rate.

5. Then for automatic posting of interest values to respective g/l a/c in obv2 transactiion.

6. so once we done this configuration we assign this interest calculation indictor in g/l account .

7. When ever we run the interest calculation F.52

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Foreign currency revaluation configuration flow

As per the accounting principle we do the [Link] we talk about configuration flow of fcrv.

* First we create account principales

EX:IFRS,INDIAN GAP etc……

* This acconting principale will be linked to ledger

* Define the valuation method

In this valuation method we specify the attributes like always evaluate or revaluate and
document type exchange rate type for debit , exchange rate type for credit etc……

* Create the valuation area

* Asssign valuation area to accounting principale

To valuate your fc invoice as per the accounting principle

Examples for FC revaluation:

1) Foreign Currency valuation if we have done account assignment in OBA1 for KDB is

If loss then Exchange loss account Dr 100

To GL (SBI loan account) 100

If Profit then, GL (SBI Loan Acc) Dr. 200

To exchange gain account 200

These entries will be reversed in the next month beginning if the valuation is done on a monthly
basis. (FAGL_FC_VAL)

If it is a yearend valuation reversal will not happen.

2) Foreign Currency valuation if we have done account assignment in OBA1 for KDF is, here we use
the balance sheet clearing account along with the exchange gain and loss account.

If loss then, Exchange loss Account Dr 100

To b/sheet adjustment account 100

If profit then, Balance sheet adjustment account dr. 100

To: exchange gain account. 100

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AP--Accounts Payable
AP deals with vendors. Here all vendors activates will be taken care like invoice management,
making payments based on terms and conditions

67) Who is vendor what is his role in business?

With whom we do purchasing activates is called vendor. Vendor provides all required materials so
vendor plays vital role in business.

68) What is the meaning of one time vendor?

One time vendor is euonymus vendor does not do business regularly. We no need to maintain master
record for this type of vendors. At the time of invoice posting we enter all the details like name
address etc...

69) Difference between one time vendor and regular vendor?

With one time vendor we do not do transactions regularly whereas with normal vendor we do. And
we maintain master records for normal vendors we won’t do for one time vendor.

70) What is vendor account group and what it controls?-Imp

This source to create vendor master records it controls the number range interval of the master record
and field status of the master record. These account groups are at client level.

71) All account groups at what level is it company code or client level?-Imp

Account groups are at client level.

72) If it is client level, if we make any changes it will be applicable for all company codes so I
want to maintain different settings each company code wise in AP and AR what do we do?-
Imp

Account groups are at client level so if we do fields required at account group those will be same for
all company codes. Here if some company code does not required as required field then we create
screen layout for company code and make changes at screen layout level which we assigned to
company code.

73) What do you mean by down payment?

Down payment is like advance for safe business trade we take and give.

74) What is the customization process for down payment in sap?

Down payment is special GL transaction so we have to give bridge between recon account and this
special GL recon account. When we post down payment we have to give special GL indicator so
those items will flow to particular account which we have given in background.

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75) What are the outgoing payment process available in sap?

There are 2 types 1is manual and 2 is automatic payments.

76) What do you mean by APP?

It is a program to make payments to different vendors/customers by using different company codes

and different payment methods for multiple invoices at a time.

77) What is the process of APP?

The process of app is flow of making payments. Process starts with open line items for vendors, we
have to clear those items based on terms of payment. If we have bulk amount of invoices it is very
difficult to find which are due and which are partially cleared. System takes all due invoices in this
process.

78) Customization flow of APP in sap?

Creating payment method for country

Assign payment method to company codes

Define paying company codes and sending company codes

Specifying additional parameters to paying company code

Giving ranking order to banks for payment method allowed limit

Explain APP: FBZP: Automatic Payment Program, which is used to make payments to more than one
vendor for more than one invoices by using more than one banks by using more than one payment
modes also. In configuration point of view we need to setup the activities like

1) Setup all company codes

where you need to specify the paying company code, sending company code, and also the
separate payments as per the business area would like to process. And also we can consider
special GL transactions for vendor and customers. Apart from that we need to configure
another step i.e.
2) Setup paying company code
where you have to specify minimum amount for this incoming and outgoing payment. We
need to specify the payment medium. Also we need to specify the
3) Setup payment method for country for payment transactions,
where you specify whether the payment medium is for incoming payment or outgoing
payment. Whether it is check or bank transfer and also we need to specify document types
of payment. Also we need to specify the payment program name for check printing whether

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it is going for payment medium exchange. Also we need to specify currency specifications if
you want to specify. After that we need to specify the
4) Payment method for company code for payment transactions,
where you need to specify the minimum amount and maximum amount for outgoing
payment, also we need to specify the payment advice program name. Then we need to
specify the
5) Banking determination where you specify the ranking orders and currency specifications,
house bank, account id, and available balance, later we will process the vendor open items
then, the system will identify the corresponding house bank and system will generate the
payment advises and send the communication to the bankers and vendors.

1) Maintain payment parameters: First you give the “date of execution” and “payment run
identifier” and you maintain the parameters. There you give posting date of these payments,
document date up to which the program should consider the items and you give “paying
company code” and “payment methods” to de considered, and you give “next posting date”.
Q) What is significance of next posting date in APP? A) When you run APP, the items which
are not due in this payment run, might be over due by next payment run date. Then you will
lose your discount. Such items will be paid out in this payment run.
2) Payment proposal: Based on the payment parameters maintained system creates the
“payment Proposal”. The system selects the eligible open items based on due date is
determined via baseline date and terms of payment for each line item. Then program
calculates the cash discount period and due date for the net payment. Grace periods are
then added to this due date, which special GL’s are to be included, blocking an item. The
payment proposal can be displayed for further processing, i.e., in log to see the system
messages.
3)Edit proposal :You can be able to edit the proposal, you can change house bank, payment
method, and change payment due date to restrict certain open items, block or unblock line
items.
4) Payment Run: After Payment run has been edited, you can run the payment program that
creates the payment documents and prepares the data for printing the forms. Before
printing the forms, check the log once to make sure the payment program run was
successful.
5) Print run: You need to define the variants for print programs, you need to run the print
program at least one variant per print program per payment method. The data created by
Payment Program is stored in tables like: REGUH– Payee or payment method data, REGUP –
Individual open items data, REGUD – Bank data and payment amounts data.
House banks: FI12 Bank Directory – FI01 Here we specify bank name, bank address, contact
person, telephone number. You can have N-number of house banks for your company code
and for each house bank there can be N-number of bank accounts, each bank account is
identified by account ID. This account ID is referenced in customer/vendor master record

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and is used by payment program by the system. For account ID – you assign one bank
account number and for each bank account number defined in the house bank you need to
create a GL account master record.

What is cash journal?

Why do we use in SAP? Normally GL cash account accepts negative balances, but cash
journal will not accept negative balances. In companies they take daily cash statement
showing open cash balances / receipts for the day / payments for the day and closing cash
balances. Cash journal provides this statement. Some companies use this cash journal as
petty cash purpose. Define Number range interval for CJ: FBCJC1. Document type: SA. Setup
cash journal: FBCJC0. Create/change/delete business transaction: FBCJC2. Setup print
parameters for Cash Journal: FBCJC3. Post cash journal entries: FBCJ.
79) What is the use of next run date in APP?

Some invoices may not be due now it will be over due to next run so those invoices also will consider
in this run and if there is any cash discount on invoice if we are losing that by next run those also
consider in this run.

80) What are the different outputs in APP?

Print programs and flat files.

81) Where do you give program for check printing?

In payment method per country.

82) What is payment method, and use, at what level it is?

Payment method tells us what type of payment it is. Like whether it is check payment or bank trance
for or bill of exchange what it is. It is at country level.

83) What is the use of payment advice and payment medium?

Based on payment advice bank will make payments to party’s. In payment advice due date would be
there based on bank carryout payments

84) What is the use of ranking order in APP?

We are giving ranking order with the combination of payment method and bank account Id, so here
we are telling to the system make payment this much amount when I use this payment method.

85) Is it possible to maintain particular currency payment methods wise?

Yes, we can maintain currency’s to payment methods

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86) If I give single particular currency for payment method is it possible to make payments in
different currency?

No, that is not possible to make in different currency if payment method currency is different.

87) If I want to make payment to foreign vendors by using local payment method what are the
pre requisites?

So we have to activate allow foreign partner check box in FBZP settings, than we can make payments
to foreign vendors as well.

88) What is the use of payment supplement?

By using this we make group to gather payments.

89) Where do you give payment supplement?

In vendor master we give this option. This will be available in vendor master when you activate it in
FBZP settings.

90) Is it possible to make payment single line item wise if yes what are the pre requisites?

Yes, we have to activate it in FBZP settings that make single payment to line item option.

91) What is difference between sending company code and paying company code?

The company which is paying is called paying company and the company which is making payments
by other company code is called sending company code that is benefiter company code.

92) What is the use of tolerance days in APP?

Grease days to invoice due date..

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93) What are the entries in APP?

At the time of invoice

Raw material a/c DR ----------100

To vendor account -----100

At the time of app payment

Vendor account DR -------------100

To bank sub account ---100

At the time of BRS

Bank sub account DR -----------100

To main bank account --100

94) What is the entre if paying company code and sending company codes are different in APP?

95) What are the pre requisites to post a vendor invoice customization point of view?

96) What is the use of terms of payment?

Determine the invoice due date.

97) What is due date how it determines in invoice?

Due date is lost date to make payment for the invoice. It will be determine by payment terms.

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98) What are the entries from invoice to outgoing payment?

At the time of invoice
Raw material a/c DR ----------100
To vendor account -----100
At the time of app payment
Vendor account DR -------------100
To bank sub account ---100
At the time of BRS
Bank sub account DR -----------100
To main bank account –100

99) What is installment terms of payment?

Installment terms of payment splits the invoice into different line items as per due date.

100) What is difference between installment terms of payment and normal terms of payment?

Booth are same these determines the due date of invoice, but installment terms of payment splits the
invoice different line items as per installments

101) What do you mean by house bank?

Dealing with bank.

102) What is account ID in house bank?

Account Ids are nothing but accounts which we have in bank like saving account current account etc.

One house bank can have multiple account Ids.

103) What is bank key?

104) What is IBAN?

105) What do you mean by SWIFT code?

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106) Is it possible to maintain multiple account IDs under one house bank?

107) What is the use of sub control accounts in sap?

108) What is auto clearing and how it works?

Terms of Payment/Payment Terms:

I have created many payment terms as per client business requirements. I know very well how to
create installment payment terms to determine the due dates/base line date, percentage wise,
whether for customers or vendors; whether it is based on posting date or document date etc. Base
line date is which identifies the due date of invoices. Tr. codes are OBB8 and for installments OBB9.

Reconciliation account:

When you are posting items to a sub ledger, the system automatically post the same data in to the
general ledger. Each sub ledger has a one or more reconciliation accounts in to the general ledger.
These reconciliation accounts ensure that the balances of G\L accounts are always zero. This means
that you can draw balance sheets at any time without having to transfer totals from the sub ledger
into the main ledger. The Reconciliation Account field can be found in the company code segment of
the customer/vendor master

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Correspondence
There are various standard correspondence types available like invoice print, account statement
etc. Custom correspondence types can also be created.

Correspondences can be created at the time of particular business transaction processing or at

a later stage for already created transaction postings.

Correspondence can be sent to customer/ vendor in various formats like email, and fax.
Correspondence is basically letters etc. which is sent from SAP to vendor/ customer etc.

Closing cockpit:
The closing cockpit is a very powerful tool in SAP Financial System which provides a structured
interface for executing transactions and programs that form part of complex processes such as
periodic and annual closing processes./First we have to setup all this transactions which we
have in the business process and we have to exqute process automatically it will comes
,whether it is completed or not.

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AR
AR deals with customers gathering the requirements from the customers and providing goods and
services invoicing for it and taking incoming payments if any pending’s from customers issuing
dunning notices all the activities will be done.

109) What do you mean by one time customer?

One time customer is an economies customer, this type of one time customers does not do regularly
business. We no need to maintain master records for him. We will enter all the details at the time of
invoice posting.

110) What is donning procedure what do we define in procedure?

Dunning procedures are company code independent. They determine the dunning interval, the grace
periods for the due date determination, and the number of dunning levels. You can also set the
dunning level at which you want to list all due items from an account in the dunning notice. You can
either specify a fixed charge or have the system calculate the charge on the basis of a percentage rate
you specify. You have to define one or more forms for the notice.

111) What is dunning notice?

It is just like remainder to customer saying that you’re due this much amount for these many invoices.

So by seeing this remainder customer will make payment.

112) How many levels are there and generally how many levels we use?

Maximum levels are 9 generally we use 4 levels if we want to use all the levels we can use.

113) What is the difference in donning notice for each level?

For each level of donning notice severity of notice and text will be change. If there is any interest for
next level that will be add to amount so in this case amount also change.

114) Where is the link between customer and donning procedure?

In customer master we assign dunning procedure so when we post invoice by using the customer
master it will be derive form the customer master.

115) Is it possible to integrate vendor and customer?

Yes, we can integrate vendor and customer in 2 master records we have field under general data
segment in control tab to enter customer and vendor.

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116) If we integrate vendor and customer is it possible to make payment by adjusting the
amount with payment?

Yes, we can adjust against AP outgoing payments with AR incoming payments.

117) How many segments are there in customer master what are?

There are 3 are 1. General data segment 2. Company code data segment 3. Sales organization data
segment

118) What is the difference between FD01 to XD01 creation of customer master?

If we try to create customer master data by using FD01 T-code here we do not get sales organization
segment so here 2 segments available those are general and company code segments. If you go for
XD01 here we get all 3 segments. Like this for vendor also.

119) If we want to calculate interest on due items of customer is it possible?

Yes, we can calculate interest on overdue items by using item interest calculation.

120) What is the use of item interest calculation in AR?

For calculation of interest on overdue items.

121) What is the base to determine invoice due date in AR?

Terms of payment is the base to determine due date of invoice.

122) How many terms of payment can we assign in vendor or customer master?

We can assign 2 terms of payments one is at company code and another one is at sales
organization/purchasing organization segment. So if we create PO based invoice (in MM
module)terms of payment derived from centrally that is sales org/ purchase org segment. If we create
non PO based invoice (in FI module) invoice terms of payment derives from company code segment

123) What is the use of assigning 2 terms of payment and difference between?

If we create PO based invoice (in MM module) terms of payment derived from centrally that is sales
org/ purchase org segment. If we create non PO based invoice (in FI module) invoice terms of
payment derives from company code segment.

124) To make AP payments we have APP program like for incoming payments do we have
any program in AR?

Yes, we have process called lock box system.

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Asset accounting
Asset accounting deals with asset related thing like acquiring deprecating selling scraping transferring
assets company codes and intercompany or intra company codes.

125) What is chart of depreciation?

Chart of depreciation is highest organizational element in asset accounting. It is nothing but list of
depreciation areas.

126) What do you mean by depreciation area?

Depreciation area means how we are going to deprecate assets in our books. It can be book
depreciation or tax depreciation or other type of depreciation.

127) Chart of depreciation is at what level is it company code level or client level?

It is at client level.

Diff between Chart of depreciation and chart of accounts:

Chart of depreciation consists of list of country specific depreciation areas. SAP comes with default
chart of depreciation based on the requirements of each country. You can only copy as a reference
and create chart of depreciation. After copying you delete the unwanted depreciation areas and
then only you have to create assets, or else deletion is not possible.

One company code can have only one chart of account. The chart of accounts can be global,
country specific, and industry specific based on the needs of the business. The chart of depreciation
is only country specific. The charts are independent of each other.

128) Is it possible to assign one chart of depreciation to multiple company codes?

Yes, we can assign one chart of depreciation to multiple company codes because it is at client level.

129) What is screen layout rules in assent account and what it controls?

Screen layout rules in asset accounting controls the fields of the asset master.

130) What is account determination in asset accounting and at what level it is?

Accounting we do it in AO90 T-code. Here we assign GL accounts to flow data automatically

respective GL accounts based on nature of transaction like for acquiring, for sale of asset, losses on
sale, and gain on asset sale, and for accumulated depreciation and depreciation etc...This account
determination we assign in assent class.

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131) What is asset class?

Asset class classifies the assets based on nature of assets like machineries, buildings, vehicles etc…
like this classifies. Assets classes are at client level.

132) What do we define in asset classes and at what level these are?

In assent classes we define few attributes like account determination, screen layout rule, and number
range interval of asset class and whether this asset class is AUC asset class or not. If it is AUC asset
class we have to select the line item settlement radio button. These are at client level.

133) What do you mean line item settlement option in asset class how it works?

It means if we select this option in asset class this asset class is AUC asset class.

134) What is asset accounting flow?

Sub asset master will be create with reference to main asset master

Main asset master will be create with reference to asset class

In asset class we specify all the attributes like account determination and screen layout rule etc…

Values will be flow respective GLs through account determination base on nature of transaction

135) What is the use of sub-asset in SAP?

We can see the report sub asset level and we can post values to sub asset.

136) How many segments are there in asset master?

There are 2 those are 1. Company code segment or asset segment 2. Depreciation segment

137) How many ways can we control asset master fields?

2 way are there one is from general screen layout rule and 2nd one is from depreciation tab level.

138) What do you mean by depreciation key and how it works?

Depreciation key is nothing but rate + method. How much rate of depreciation and what type of
method it is whether it is straight line or written down method what it is?

139) What are the 5 methods in depreciation key and what is the use of each and every
method?

Base line method- what type of depreciation and the depreciation calculation method?

Declining balance method

Maximum amount method

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Multi-level method

Period control method

140) What are the depreciation methods in SAP?

Straight line, written down and useful life etc...

141) What are the depreciation calculation methods and difference?

Planned- as per planned we can’t skip single periods so each and every period we have to run
depreciation. System determines the next period to be posted in according to the defined depreciation
posting frequency

Unplanned- in this can skip over periods. System does not check for the connection to the previous
period.

Repeat- Indicator for repeating the depreciation posting run. It is possible to repeat the posting run
within the period last posted. However, in contrast to the first run for a period, the repeat run can be
restricted to specific assets. In the repeat run, the system posts changes to depreciation, as compared
to the depreciation amounts from the previous run. Normally the repeat run is carried out at the end of
the fiscal year

Restart- Depreciation posting is performed in several steps and at each step the system logs the
current status. If the program is terminated during a posting run for various reasons, then the program
has to be started again in the restart mode to clear the data base of possible inconsistencies. A restart
run should therefore only be performed in certain cases and cannot be started in a test mode.

Q Explain AFAB (Depreciation run)?

Planned – means normal. Repeat – the system checks for which assets depreciation was not
calculated in 1st planned posting run only, for those assets it calculates and posts the depreciation
(only after planned, repeat option is available).

Restart – is whenever server is down in between, it gives message “restart”.

Unplanned – means when provisions are maintained we use this option (or) any unexpected loss to
the asset occurred then we use this option.

142) What is the entry at the time of depreciation posting and why?

Depreciation a/c DR XXXXX

To accumulate depreciation XXXXX

Because depreciation is expense so as per nominal accounting principle all expenses are debit.

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143) What are the entries in asset account?

Purchase of asset
Asset A/C (70) DR
To vendor (31) Cr
Sales of asset
Customer A/C (01) DR
Asset Sale A/C (50) Cr
Acc. Dep. on Asset (70) DR
Asset A/C (75) Cr
Asset Sale A/C (40) DR
Profit on Asset sale (50) Cr or Loss on Asset sale (40) DR
Deprecation posting
Depreciation A/C DR
To Acc. Depreciation A/C Cr
Scraping of asset
Asset A/C (75) Cr
Acc. Depreciation A/C (70) DR
Loss due to Scrapping A/C (40) DR
Transfer of an asset
ABUMN----->Asset transfer within Company Code
70 Asset debited in NEW Business Area
75 Asset credited in OLD Business Area
70 Acc. Depreciation drydebited in OLD Business Area
75 Acc. Depreciation credited in NEW Business Area

ABT1N------>Intercompany Asset Transfer

OLD Company Code 75 OLD Business Area Asset A/C Credit
OLD Company Code 70 OLD Business Area Acc. Depreciation Debit
OLD Company Code 40 OLD Business Area Asset sale A/C Debit
NEW Company Code 70 NEW Business Area Asset A/C Debit
NEW Company Code 50 NEW Business Area Intercompany Clearing Credit

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Asset master: [Link] AS01,

asset master contains some necessary information to calculate the depreciation for the asset. They
are: capitalization date, depreciation areas for that asset, depreciation key, and useful life, change
over if any, scrap value if any and start date of depreciation.

Q) Can you create multiple assets in one transaction? Yes, you can create multiple assets under
single transaction AS01, only when all the assets belong to same asset class with same company
code. You cannot create long text though this method. Time-dependent tab in Asset master: All cost
accounting assignment related data such as cost center, internal orders or investment projects
needs to be maintained in this tab. Asset shutdown and shift operation is also maintained here.

Q) How do shutdown the particular asset?

First you have to select Asset shutdown option when assignment of calculation methods tab in
depreciation key level (AFAMA). Then also you have to select asset shutdown optional in time
dependent tab in asset master screen layout. Then you come to the asset edit mode (AS02) and you
can select asset shutdown button and add the interval from what date till what date it has to
shutdown in time dependent tab in more intervals button.

Same way we can do it for asset multi shift factor (change it to optional in asset master screen
layout) and in AS02 select depreciation areas tab, double click on book depreciation area and give
variable portion some % (e.g. 90). Next go back and in time dependant tab go to more intervals and
give the interval duration for which you want to calculate multi shift.

Asset transaction type: It identifies the nature of the asset transaction.

Example: 100-external asset acquisition,

110 in-house acquisition,

200-asset retirement without revenue,

210-asset retirement with revenue, etc. Transaction types are assigned to Transaction type groups.

Q) Is it possible for you to assign an Asset to more than one Cost Center?

A) No, an asset can be assigned to only one cost center.

Q) How do you reverse the depreciation posted?

A) No, we cannot reverse the depreciation once posted. It is not possible to reverse the depreciation
for one particular month. For example, 4 months depreciation is posted. It is not possible to reverse
the depreciation for one particular month at all. When we reset it; all the values will be gone.

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Diff between Chart of depreciation and chart of accounts: Chart of depreciation consists of list of
country specific depreciation areas. SAP comes with default chart of depreciation based on the
requirements of each country. You can only copy as a reference and create chart of depreciation.
After copying you delete the unwanted depreciation areas and then only you have to create assets,
or else deletion is not possible.

One company code can have only one chart of account. The chart of accounts can be global,
country specific, and industry specific based on the needs of the business. The chart of depreciation
is only country specific. The charts are independent of each other.

Q) Is it possible to calculate the depreciation day wise?

A) Yes, we need to activate this at depreciation key level, where you maintain WDV method, straight
line method.

Low value Assets:

The asset if fully depreciated within the same year when it’s acquired. We define a monetary limit
and consider all those assets falling below the value mentioned. We use a special depreciation LVA,
and useful life is considered to be one month.

Asset transfers: 2 types: [Link]: ABUMN

i) Intercompany transfer (between company codes). This results a new asset creation in Target
Company, posts acquisition and retires the asset in Source Company by asset retirement. Finally
posts intercompany profit/loss arising from the asset transfer and updates GL automatically. ii)
Intra-company transfer (change in asset classes or settlement of AuC asset to new asset or splitting
an existing asset into 2 or more assets etc.).

Asset Retirement:

retire by sale or by scrapping. In case of sales, it can be with revenue or without revenue. Again it
can be with customer or without customer. Asset retirement with revenue o With customer
(involving integration with FI-AR) Debit customer, credit assets o Without customer Asset
retirement without revenue o With customer Debit clearing account, credit asset Debit
customer in A/R, credit the clearing account Asset retirement using GL document posting

Q) How many Charts of Depreciation could you assign to an asset class?

There is no limit.

Q) How many depreciation areas could be assigned to a Chart of Depreciation?z

A Chart of Depreciation could contain up to 99 depreciation areas. A Depreciation Area is always

assigned to only one Chart of Depreciation.

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How to settle internal order to AUC to cost center? OR

Capital Work in Progress.

We need to treat this as AuC assets. To capitalize this asset master record, there might be some kind
of additional expenses might be occurred, so those expenses must be settled to the AuC through
internal orders. From that we need to create a settlement profile and maintain the settlement rules
under receiver in asset master record and specify the percentage. You have to use depreciation key
‘0000’ for not calculating the depreciation till it is settled. Then we have to execute the settlement
profile, and then simply execute it, this way it is settled. [Link]: AIAB, AIBU.

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EBRS
Q) What are the steps involved in configuring Electronic Bank statement
in Bank Accounting?
1st we need house bank and bank accounts.

1) Define account symbols (IMG>FA>Bank Accounting>BT>EBS>Make global settings for EBS).

Specify G/L accounts (such as bank, cash receipt, outgoing checks) to which postings are to be made
from account statement. You assign account symbols to the G/L account numbers. These are
required for the posting rules in

2) Assign accounts to account symbols

3) Create keys for posting rules

4) Define posting rules

5) Create transaction types (you group together all banks that use the same external transactional
code for certain business transactions under the same transaction type)

6) Assign transaction type to posting rules

7) Assign banks to transaction types

8) Import Electronic Bank Statement FF_5

9) Checking of bank statement – FF67

Q) What is a search string in EBS?

At the time of uploading the file which is coming from bank in that there will be a key, based on
the same key if we define a search string in SAP, it will identify the exact record, which record needs
to be updated.

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Legacy System Migration Workbench (LSMW)

LSMW: It’s a tool or a transaction which is used to upload all kinds of master records/transactional
records from non-SAP to SAP.

This is a system standard migration tool. In this there are 4 types of import methods are there.
Standard batch input/direct input is the best method for transactional data without ABAPer help.

And Batch input recording method is the best method for master data upload without ABAPer help.

The rest two BAPI and IDOCs are with ABAPer help.

Here you create project, subproject and object. Then you maintain that objects’ attributes. Then
maintain source structure in the next step, and then maintain source fields and you map the fields
and conversion rules. Then you specify files and assign files. Then read data, display read data,
convert data, display convert data. Then you create batch input session and next you run batch
input session finally. Now you go and check the master records accordingly.

How many methods of import methods are available? There are 4 types of import methods:

1) Standard Batch/direct Input,

2) Batch Input recording method,

3) Business Object Method (BAPI) and

4) IDOCS (intermediate document).

First 2 are used by functional consultants without ABAPer help and second 2 are to be taken help
from ABAPer.

1) Standard Batch / Direct input is the best method to upload transactional data.

2) Batch input recording method is the best method to upload any kind of master records.

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IDOCS :- (INTERMEDIATE DOCUMENT )

→→→→ ALE →→→→ SAP to SAP

IDOC SAP to NON SAP

NON SAP to SAP
→→→→ EDI →→→→ (Through Middleware systems )

[Link] of IDOC : T-Code : BD87

[Link] IDOC type from Message Type :- T-Code : BD21 , Message Type below are :--

 COSMAS – Cost centre master data.

 COELEM – Cost element master data.
 PRCMAS – Profit Centre. & GLMAST – GL Master record.

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ALE :- SAP TO SAP ( ALE- Application link enabling )

 Communication between SAP to SAP:

 ALE is a technology which is used to communicate between SAP to SAP server.

 The data transfer is always in the form of a document called as “IDOC”(Intermediate

Document).

 Communication between SAP to Non-SAP:

 EDI (Electronic Data Interchange) is the technology which is used to communicate between
SAP server to Non-SAP server. Since IDOC is an SAP tool . The Non-SAP system cannot
understand the format of IDOC’s.

 So ,we use the Middleware technologies like TIBCO (or) XI to communicate between SAP to
Non-SAP. The data transfer is always through a type of a document called as IDOC.(Post
Cover)

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
 Since IDOC is an SAP tool , only SAP system can understand IDOC’s.
 Non-SAP system cannot understand the IDOC’s .
 So we use the middleware technologies like TIBCO or XI to communicate between SAP to
Non-SAP.
 The IDOC is converted into XML and it is given to TIBCO or XI.
 The middleware technologies will again convert the data into a format which can be
understood by the receiver system.

 IDOC: - It is an intermediate document which contains the data. ( IMP Point )
 1. Technically IDOC is a group of segments.
 2. Each segment is group of fields.
 3. Segments are like structures.
 4. All the standard SAP segments will start with letter E1.
 5. All the custom segments must start with the letter Z1.
 EX: - 1. DEBMAS: 01, 02, 03,04,05 is an ex for customer IDOC.
 2. CREMAS: 01, 02, 03…is an example for vendor IDOC.
 3. MATMAS: 01, 02, 03…… is an example for material IDOC.
 Where (05 is the latest version)


 Example for segment:-

 DEBMAS is an IDOC

 E1KNA1([Link] Seg)  kunnr, name1, land1 are fields.

E1KNB1([Link])kunnr, bukrs are the fields.
 E1KNBK(customer bank details)kunnr, Banks are the fields.
 WE31 is the transaction code for segment definition.
 WE30 is the transaction code for IDOC type.

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Q) Have you had any experience working on any IDOC’s or EDI (electronic data interchange)?

I have worked on IDOC’s (intermediate document); IDOC is nothing but an intermediate document
which exchange the data between SAP systems to non-SAP and vice versa. There are two types of
IDOC’s – Inbound and Outbound. Inbound is the document what comes inside and Outbound is
what goes outside. There are three types of records in IDOC’s

1) Control records: It contains which is source system, Target system, Basic type, Partner type,
Partner Number and Message type.

Source System Target System

↓ →→→→ ↓
DMS System SAP

Message Type :- Its specifies the type of the application from which IDOC’S one being used. The
application may be Material Master OR Customer Master OR Vendor Master etc…

 WE81 is Tcode for defining a message type.

 Always IDOC type & Message type should be linjed with each other.
 WE82 is Tcode used to create a link b/w Message type and IDOC type.

2) Data Records: It Contains structure and field names.

3) Status Records: It specifies the status of the IDOC, with a range of 1-49 for outbound and 50-75
for inbound. These status records are stored in the table EDIDS./ It contains message type.

Examples: # Inbound messages types.

51- Application document not posted.
53- Application document posted.
# Outbound messages types.
03 – Data passed to port OK.
02- Error passes data to port.
01-I Doc generated.

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What is the TC to reprocess the IDoc?

 TC : BD87.
Create I Doc type from message types?
 BD21.
Message Types?
 COSMAS – Cost centre master data.
 COELEM – Cost element master data.
 PRCMAS – Profit Centre.
 GLMAST – GL Master record.

Partner profile: is the partner who is receiving or sending the data.

Port: Port act like a bridge between system to send and receive data through IDOC.

Message types: is the message which is transferred in between the business partners. Basic type is
the container in the message.

Q) Online Service System (OSS):

Generally we approach the OSS team where there are any product defects; searching for OSS notes,
for any latest update information. Go to service support portal enter your credentials and report
and incident button. Here also we have the priority levels. After creating incident you send, a
number will be generated. An OSS note means it can be a patch, document which contains the
instructions/information. SNOTE is the [Link] where the basis consultants will upload the OSS
notes into SAP. Site: [Link]

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Q) What are the month end activities you involved or you do?

A) Accrual postings,

B) foreign currency valuation,

C) depreciation run,

D) GR/IR clearing / Auto clearing

E) Open and closed posting periods

Year end activities ?

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A) All month end activities are part of year end activities , Apart from that closed fiscal year in asset
accounting(AJAB).And open new fiscal year in asset accounting (AJRW).

If document number rangers are year specific copy number range interval to new fiscal year .

And carry forwarding the current year closing balances off g/l, customer, vendor, to new fiscal year
has opening balances.

FI TO MM PROCESS FLOW / PROCUREMENT CYCLE / P TO P:

1. Material acquisition (By production dept to stores).

2. Purchase acquisition (By stores to purchase dept).
3. Call for enquiries- Get quotations & Price comparisons (By purchase dept).
4. Creation of Purchase order- In purchase order we mention vendor master record,
Material master record, Quantity, Rate, Terms & Conditions etc. – TC: MM01.
5. Goods Receipt: Goods receipt will be done with reference to PO. The flow of
accounting entries starts form goods receipt – TC: MIGO.
Inventory RM a/c dr 1000 (BSX)
To GR/IR clearing a/c 1000 (WRX)
6. Invoice Verification: It will be done with reference to goods receipt TC : MIRO
GR/IR Clearing a/c dr 1000 (WRX)
To Vendor a/c 1000 (PO)
7. Out going payment
Vendor a/c dr 1000
To Bank a/c 1000

What is GR/IR Clearing account?

# GR – Goods receipt # IR- Invoice Verification

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It is a temporary offsetting account some times we may receive goods before

invoice, some times we may receive invoice before goods receipt.
This account has to be managed with open item management. At the end of
month / Point the balance in GR/IR clearing account must be “0”.

FI TO MM CUSTOMIZATION FLOW:
1. We need to create accounting category references for material master record in
TC: OMSK.
2. We need to assign accounting category references to valuation class.
3. Also we need to assign accounting category reference to material type.
4. By using the material type we create material master record.
5. In material master record we need to specify valuation class.
6. To Valuation class we need to specify the account determination with the combination
of valuation modifier and general modifier.
7. By using the material master created, we using purchase order.
8. In purchase order we need to specify material master record, vendor master record,
quantity, rate and payment terms.
9. By using PO goods receipt will be done.
Inventory a/c dr 1000 – Qty x rate from PO – BSX
To GR/IR Clearing a/c 1000- WRX
10. Invoice verification will be done with reference to GR.
GR/IR clearing a/c dr 1000 – Qty x Rate
To Vendor a/c 1000 – From PO
Raw material consumption:
RM Consumption a/c dr 500 – Qty x Rate – GBBVBR

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To Inventory RM a/c 500 – BSX

Production receipt:
Finished goods a/c dr 1000 – Qty x Rate from PO – BSX
To Inc / Dec in stock a/c 1000 – GBB
Delivery:
Cost of goods sold a/c dr 1000 – Qty x Rate from sales order – GBB
To Finished goods a/c 1000 – BSX
Where do you assign valuation class in material master record?
 In Accounting 1 View.
Where do you assign profit centre in material master record?
 In Costing 1 Tab.

TRANSACTION KEYS:
 BSX – For Inventory postings.
 WRX – For goods receipt & Invoice receipt.
 GBB – For offsetting transactions.
 VBR – Consumption.
 ZOF – Production receipt with outproduction order.
 AUF – Production receipt with production order.
 VAF - Delivery where revenue a/c created as a cost element / Sales a/c.
 VAX – Delivery where sales a/c not created as a revenue a/c.
How many payment terms we can assign in vendor master record?
 We can assign 2 payment terms.
1. At Company code segment.
2. Purchasing organization segment.
What is the differences between payment terms assigned in company code segment &
Purchase organization segment?
If invoice is generated with out PO from FI payment terms will be
Extracted from the company code segment. If invoice is generated with PO form MM
Purchasing organization segment payment terms will be extracted.
What is the transaction code to see material document?

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 MB03
To see stock ledger?
 MB5B

SCENARIOS:
1. Moving average price – Full stock is available
PO Qty : 10 , Rate : 10
GR 10 x 10 = 100
IR 10 x 11 = 110
GR – Inventory RM a/c dr 100
To GR / IR clearing a/c dr 100
IR – GR / IR clearing a/c dr 100
Inventory RM a/c dr 10
To Vendor a/c 110
2. Moving average price – No stock is available
PO 10 x 10 = 100
GR 10 x 10 = 100
IR 10 x 11 = 110
GR – Inventory RM a/c dr 100
To GR/IR clearing a/c 100
IR – GR/IR Clearing a/c dr 100
Price difference a/c dr 10
To Vendor a/c 110
3. Moving average price – Partial stock is available.
PO – 10 x 10 =100
GR – 10 x 10 = 100
IR – 10 x 11 = 110
GR – Inventory RM a/c dr 100
To GR/IR Clearing a/c 100
IR – GR/IR Clearing a/c dr 100
Price Differences a/c dr 5
Inventory RM a/c dr 5
To Vendor a/c 110
FI TO MM ACCOUNTING ENTRIES WITH EXCISE:

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GR – Inventory RM a/c dr 100

To GR clearing a/c 100
CENVAT a/c dr 10
To CENVAT clearing a/c 10

IR- GR/IR clearing a/c dr 100

CENVAT Clearing a/c dr 10
VAT Receivable a/c dr 5
To Party a/c 115.

1. GROUP TOGETHER VALUATION AREAS:

Valuation group code is a group of valuation areas. It makes easier to set

automatic account determination.

2. DEFINE VALUATION CLASS:

Valuation class is used to assign GL Accounts for automatic postings.

Valuation class assigned in material master.

What is Valuation Modifier?

It is nothing but group of valuation areas, which helps us to maintain
automatic account assignment.
What is General modifier?
It is used for offsetting transactions Ex: Raw material consumption, delivery
etc.
What is Movement type?
It is similar to postings keys in FI. It specify the movement of materials.
Ex: Issuing, Material receipt etc.
What is transaction Keys?
It is used to assign automatic account assignment ex: BSX, WRX.

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What id GBB?
It is used for offsetting transactions.

FI TO SD PROCESS FLOW / OTC ( ORDER TO CASH FLOW)

 Enquiry.
 Request for quotations.
 Quotations.
 Sales order.
 Delivery.
 Billing.

FI TO SD CUSTOMIZATION FLOW:
1. In VKOA transaction we have to specify revenue account determination.
 Application area – V – Sales & Distribution.
 Condition Type – KOFI – Accounting determination.
 Chart of Accounts – FSL.
 Sales organization – FSLP.
With the combination of account assignment group for customer master
record whether domestic / Foreign account assignment group for material master
record to the accounting key ERL (Revenue).
2. The accounting key ERL is assigned to condition type – PR00.

3. The condition type PR00 is maintained in pricing procedure.

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4. The pricing procedure assigned to customer master record, sales document type and
billing document type.

5. The account assignment group for customer has to be assigned in customer master record.
Account assignment group for material master record has to be assigned to material
master record.

6. By using this customer master record & Material master record we create sales order –
VA01. Note: No accounting entry will be generated at the time of sales order creation.

7. Delivery will be done with reference to sales order – VL01.

Cost of goods sold a/c dr 5000 – Qty x Rate from sales order- GBB VAY

To Finished goods a/c 5000 – BSX.

8. Billing: will be done with reference to Delivery.

Customer a/c dr 1000
To sales a/c 1000
How to do revenue account determination analysis?

 Note : When billing document was created no accounting document created.

 Go to TC : VF02 give the billing document no from menu select environment

-> Account determination -> Analysis ->Revenue Accounts-> Expand the
condition type PR00.

At what level COPA document will be generated?

 At the time of billing document creation.

How billing document / SD Document to COPA assigning value fields to

condition type – KE4I.

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NEW GENERAL LEDGER

FEATURES IN NEW GL ACCOUNTING:

1. Segment wise reporting.

2. Parallel Currencies.
3. Parallel Ledgers.
4. Real time Integration between CO to FI.
5. Document Splitting.
6. Cost of sales Accounting.

Difference between Classical Ledger and New General Ledger.

1. If we implement new GL no need to implement profit center accounting.
2. Dummy Profit centre is no longer valid.
3. IMG navigation path also slightly different.
4. No need to maintain external numbers for depreciation posting.

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What are the tables in new GL Accounting.

1. FAGLFLEXT
FA – Financial Accounting
GL – General Ledger
FLEX – Flexible
T – Total.
2. FAGLFLEXP
P – Plan line items
3. FAGLFLEXA
A- Actual line items

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Define Ledgers for New GL Accounting

What is Ledger?
A Ledger is used for reporting purpose.
What is Leading Ledger?
It is based on the same accounting principle as that of the consolidation financial
statement. The leading ledger integrated with all subsidiary ledgers and updated in all the
company codes. We must specify one ledger as the leading ledger.

What is Non leading Ledger?

Non Leading Ledgers are parallel ledgers to the leading ledger the non leading ledgers
must activate company code wise for local reporting purpose.

How many currencies we can maintain to one company code?

Apart from one Local currency, we can maintain Parallel Currency.

Define and activate Non leading ledgers?

Note: First currency of non leading ledgers is always currency of the leading ledger.

What is Ledger Group?

Ledger group of a group of ledgers for the purpose of applying the same functions and
processes as a whole.

What is Representative Ledger?

The Representative ledger is used to determine the posting period and to check
whether the posting period is open / not.

If the posting period of a representative ledgers is open the system automatically post
the values in all the ledgers assigned to the group.

Even if the posting period of the non representative ledger is closed, you can not
maintain more than one representative ledger.

Note:We can maintain one representative ledger. Representative must be a leading ledger.

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NEW TRANSACTION CODES:

NEW OLD

 FAGLB03 FS10N
 FAGLL03 FBL3N
 FB50L FB50
 FAGL_FC_VAL F.05
 FAGLGVTR F.16

What is the path to deactivate the classic GL?

Path: SPRO-> Financial Accounting (New) -> Financial Accounting Global Settings
(New) ->
Tools -> deactivate update of classic ledger (TC: GLTO).

How many currencys can we assign to a one company code?

A company code can have only one currency as its local currency. Apart from that we can maintain
two more parallel currencies. Local currency is nothing but the currency key which is created at the
time of company code creation. Foreign currency means apart from the local currency, it might be
group currency or global company currency, index based currency, hard currency in case of
fluctuations. So two more currencies we can maintain for reporting purpose for each and every
company code. Group currency is defined at client level. Global company code currency is defined at
company (Consolidation Company).

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DOCUMENT SPLITTING
What is document splitting?
When ever there are multiple dimensions in the document system splits up the line
items according to the dimensions involves in the transaction.
item as per selected dimensions.
Ex :Invoice Expenses a/c segment 1 dr 1000
Expenses a/c segment 2 dr 1000
To Vendor a/c 2000
General ledger view in document splitting
Expenses a/c segment 1 dr 1000 Active
To Vendor a/c segment 1 a/c 1000 Splitting
Expenses a/c segment 2 dr 1000
To Vendor a/c segment 2 a/c 1000
Payment :
Vendor a/c dr 2000
To Bank a/c 2000
Document splitting in general ledger view.
Vendor a/c dr segment 1 1000
To Bank a/c segment 1 1000 Passive
Vendor a/c dr segment 2 1000 Splitting
To Bank a/c segment 2 1000
What is zero balance clearing account?

When we activate zero balance clearing account system checks whether the

balance of account assignment object is zero after document splitting. If it is not matched / If it is
not “0” the system post the variance amount to zero balance account.

Item Category: It is nothing but group of GL accounts, instead of defining splitting rules for each
account individually, the line item category groups all the GL accounts together e.g. 20000 –
expenses, 30000 – revenues, 01000 – balance sheet, 03000 – vendor.

What is splitting method: It is the main key to activate the splitting in the new GL. It contains the list
of splitting rules for all the business transactions.

Inheritance check box: If this indicator is set the account assignment objects (profit
center/segment/cost centers) will be designed in the document from the other line item.

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Real Time Integration of CO with FI

During allocations in Controlling, most of the postings created do not affect Financial
Accounting. These postings do not update any G/L account transaction figures; they are
postings within Controlling. If, however, an allocation in Controlling leads to a change in the
functional area or any other characteristic (such as Profit Center or Segment) that is relevant
for evaluations in Financial Accounting, a shift occurs between the affected items in the profit
and loss statement. For this reason, this information has to be transferred to Financial
Accounting. This reconciliation between Controlling and Financial Accounting takes place by
means of real-time integration.
As a result of real-time integration, all Controlling documents that are relevant for
General Ledger Accounting are transferred from Controlling to General Ledger Accounting
in real time. This means that Financial Accounting is always reconciled with Controlling.
A document is created in Financial Accounting for each posting in Controlling. This means
that the detailed information contained in the CO documents is always available in reports in
New General Ledger Accounting. This information can be sorted by the following, for
example:
● Functional area
● Cost center
● Internal order

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CO-PA (Profitability analysis):

Generally the copa is implemented by to view analaysis the profitability at different ,different
marketable segment in the organizational.

Ex:[Link],plant ,division etc…

How many copa we have in sap?

Two types [Link] based copa [Link] based copa.

[Link] based copa :In account based Copareconsince the data b/w Fi and [Link] “All the
values are stored in the g/l accounts.”

[Link] based copa: It represent cost and revenues and revenue deductions for internal
controlling reporting purpose.

Q) What is data structure (characteristics and value fields)? A) We use the term called Data
Structure and it basically consists of two things: characteristics and value fields.

Characteristics: KEA5. It’s a key by which you can analyse your profitability in the organization.

You can break down the profit logically such as product, customer, plant, sales organization,
industry, sales employee, etc.

There are predefined characteristics known as fixed characteristics, in addition to the fixed
characteristics up to 50 non-fixed characteristics can be added to the operating concern. To create
with WW, min 4 and max 5 in length including WW.

Value fields: KEA6. These are nothing but the values associated with these characteristics

e.g. sales, raw material cost, cost of goods sold, labour cost, overheads, net profit, etc.

There are predefined value fields given by SAP, in addition to the value fields up to 50 value
fields can be added to the operating concern. To create with VV, min 4 and max 5 in length including
VV. Here we can create value based (amount) value field and quantity based value field.

Maintain Operating Concern: [Link] have accounted based PA or costing based profitability
analysis or both. In India we use both. Accounting based COPA is permanently reconciled with
financial accounting. Costing based COPA is a powerful approach providing greater analysis
capability. There are three tabs in here. You select costing based or account based CO-PA or both. In
attributes tab you give operating concern currency, company code currency check box select and

Characteristic Values:Here you maintain the values for the user defined Characteristics.

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Profitability segment: This is a combination of characteristic values. Here there are segment level
characteristics and Non segment level characteristics. In segment level characteristics drill down
reporting is possible for the characteristics, system performance will be affected and in non-
segment level characteristics drill down report is not available, we can get the report at line item
level.

Characteristic Derivation: Derivation lets us find values for certain characteristics automatically
based on the known values of other characteristics, where these characteristics are logically
dependent on another. There are three types of derivation rules to create, they are: derivation rule,
table lookup, move, clear, enhancement.

[Link] the data comes form SD to COPA ?

By assigning the copa value fields to SD condition types in [Link] (KE4I).

Q. How the data comes formFI/MM to COPA ?

By maintaining PA transfer stracture

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TABLES
TABLE
General ledger NAME
GL SKA1 GL a/c master COA Data table
GL SKB1 GL a/c master Co code Data table

Transaction data table

Document BKPF A/C Doc header level Posting Doc Header level
BSEG A/C Doc Segment level Line item level
BSIS GL Open item table
BSAS GL Clearing table
BSET A/c doc tax data table

Asset Asset
ANLA Asset master records segments
ANLB Dep terms.
ANLC Asst value fields
ANEP Asset line item table
ANAK Asset class table

MATERIAL MASTER
MARA Material general data table
MARC Material plant level data
MARD Storeage location
MBEW Material master accounting date

Vendor
LFA1 Vendor master General section ( Client level )
Co code Data table ( Co code level
LFB1 Vendor master )

LFBK VM Bank details

LFBW vendor with hold tax
BSIK Vendor Open item table
BSAK Vendor Clearing table

App
REGUP app run propasal Data Table
REGUM app run payment run Data Table
REGUTA Payment run DME

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Customer
KNA1 Customer master General section ( Client level )
KNB1 Customer master Co code Data table ( Co code level )

KNBK CM Bank details

KNBW Customer with hold tax
CUSTOMER Open item
BSID table
BSAD CUSTOMER Clearing table

Dunning
MHND Dunning date table
Dunning date table a/c
MHNK entries
KNB5 Dunning date

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REAL TIME
Q) What is your system landscape?

A) We are having Development server – Quality server – Production server.

In Development server we are having Sand Box client, Development client, FUT (functional Unit test)
client along with ABAP test client. In quality environment we are having Integrating test client, UAT
Client. In production Server we are having pre-production client and Production client.

Actually ASAP methodology is a 5 phased methodology. Phases:

1) Project preparation, 2) Business blueprint, 3) Realisation phase, 4) Final Preparation and 5) Go-
live and Support.

1) Project preparation: Here they formulate a detailed project plan, map system landscape,
required hardware and infrastructure, project preparation area. The project and plan of approach
are discussed here during the kick-off meeting.

2) Business blue print:

 Conducting work shops (By Consultants)

 Preparation of GAP analysis documents.
 Preparation of Configuration documents.
 Writing functional specification.
 Preparation of all Deliverable documents like BPML, BPP, BDD.
Q) Derivable Documents:
1) QADB: Question and Answer Data Base. It’s a key tool/template which is used to collect the
business requirements/inputs from the business team during your implementation project.
2) Base line configuration document: It’s a document which covers complete business requirements
needs to be configured in sap system.
3) GAP Analysis Documentation: In case if any client’s business requirement is not suitable or fit into
standard sap settings is called as a fitment gaps. In project preparation phase we identify gaps.
4) Business Process Procedures: BPP means List of transaction codes being used in your company.
This helps us to prepare end user manuals.
5) End User Manuals: It’s a training documents or reference documents for end users to post the
documents or to execute the documents. SAP TUTOR and UPK (User Productivity Kit) are the tools I
used to create recordings. We do it in Quality server.
6) BPML: Business Process Master List is a most important deliverable document in the 2nd phase of
the road map. In BPML all the business scenarios, processes and transactions that have been

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included in the project scope are listed in excel sheet. Then the BPML will be used for monitoring
and controlling, configuration and for the test cases execution in the realisation phase.
7) BDD: Business Design Document, the objective of the BDD is to document in detail the scope of
business scenarios/processes and process steps of the implementation project from the business
and technical prospective.
Functional specifications (FS): It’s a functional requirement document which includes objective of
the development (business requirement), current business process, desired business functionality
processing rules (development logic) and test scenarios.

What is the tool you have used for preparation of end user manual?
# UPK (User Productivity Kit).

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GAP 1
A) GAP@1:There is one GAP which I faced difficulty. We know the functionality of duplicate check
right! What is the duplicate check? Whenever you post the transaction, the system will prevent you
to post the transaction again and again in the normal transaction. When you are posting the
transactions for your cross company code transactions, system doesn’t restrict you to post the
transaction again and again. So there will be so many payments. So many invoice documents will be
there and there might be duplicate postings. That is the object.

How data of FI documents will be posted into SAP? Through manual feeding/excel feeding through
LSMW and interfaces, these are the 3 ways. FI document means any vendor invoices, customer
invoices, whenever posting cross company code transactions more than one document repeatedly,
system doesn’t control to post the repeated document. This is the problem right! My, client has
multiple company codes under a legal entity. Whenever they do the business transactions of
purchases or sales or some invoice postings within the company codes. In such case system based
on OBYA customisation, accounting entry will be picked up. For this we have developed the object,
we have customised one table with couple of fields. Fields which are mandatory in the custom table,
like company code, vendor a/c no., invoice date, amount, once we have posted the document the
data will go and sit in the table, when you are posting next time, if the same fields are repeating, so
system will mark them as duplicate invoice. It won’t be processed into SAP.

Realization phase

we start the configuration in the realisation phase, as per the business blueprint all the technical
teams, technical development and functionality is done, then we can move these settings to quality
system. There we test the Unit testing/integration testing/regression testing and we provide the
training to the user and ask them to test all the scenarios. Once they accept the test (UAT), based on
the signoff, we move all the requests from golden client to production client.

4) In Final Preparation I have involved in the cutover activities and done the testing then we start
to upload all the master records and transactional data on the go live date.

What are the cut over activities you involved?

1. Uploading Master data (FI Related)
GL Master, Vendor Master, Customer Master, Asset Master.
2. Uploading Transactional data.
Vendor open items, Customer open items, Asset balances, GL balances.
What are the post go live activities?

1. Insure all the customizing request moved to production system.

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2. Ensure that all number ranges for all the modules have been maintained in the production
system.
3. Insure that operating concern has been generated.
4. Insure that all master data is loaded.
5. Insure that all transactional data is loaded.
PRE-REQUISTION:
1. We need to switch off the legacy system 3 / 4 days before go live.
2. Inform the business don’t create purchase orders, sales orders, goods receipt etc.
3. Need to create separate document types for uploading the balances ex: Vendor, Customers.
4. Need to create some clearing accounts for data uploading.

ENTRIES:
GL (only Balance Sheet A/c’s)
G/L A/c dr
To G/L Uploading A/c
Customer:
Customer A/c (Not G/L)
To Data take over A/c
Vendor:
Data take over A/c
To Vendor A/c (Not G/L)

How did you upload GL Balances, Vendor & Customer balances?

 Through LSMW by using TC: FB01.
How did you upload Asset Balances?
 Through LSMW by using TC: AS91.

Note:
# Data take over a/c will become zero on upload of all the balances.
# When we upload legacy Asset balances it doesn’t update to the GL Accounts.

What is the transaction code to set / Reset the reconciliation a/c for Assets.
 TC : OAMK.

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Q) During cutover how the Assets are uploaded?

A) When we going live all the legacy balances should be moved to SAP. So, for Assets, first we need to bring
the asset master data, keep all the fields as optional in depreciation screen layout (Menu > Environment >
screen layout > Depreciation areas) and we use [Link] AS91 in LSMW, where asset master record will be
created and also the legacy data (along with asset values) will be uploaded into sap. Legacy data means, the
total acquisition value and as on the date when we are uploading the data what is the depreciation and net
book value we upload on that date. Here also there are two scenarios, start of the fiscal year and mid of the
fiscal year. In my scenario starting of the fiscal year it happened. At that time we have to take only balance
sheet items, like gross book value of the asset (assets) and then accumulated depreciation (liabilities).If it is in
the mid of the fiscal year, then we have to take two items P&L item & depreciation and once you have
recorded the values in AS91, it won’t directly hit the GL account. The integration between the FI–GL accounts
and asset accounting will be configured in AO90 (accounts are assigned there). Once you have recorded
AS91, it will upload only the balances of the asset books, than you can go to asset explorer where all the
values are updated for the assets but this amount won’t hit the GL accounts. Then for to hit the GL account,
we have to enter the values in [Link] OASV like Vehicle A/C Dr. 200000 to Accumulated Depreciation A/C
Cr. 50000 to Data takeover A/C Cr. 150000. With this OASV [Link] you don’t have to change the recon
account status of the GL’s in [Link] OAMK.

5)Go-live date is nothing but the date which we start entering postings into SAP.
 Move Transport request in to production system.
 Provide continuous Support.
 Involved post implementation support activities.
Total team strength: 18; FI team strength: 4 initially customization at testing phase another 2 members so
total 6 members team. Two are working on projects, one on change request and one on incident wise, one
on onsite coordinator etc.

Q) What all work you did in your initial support and maintenance project:

A) Presently I am providing Production Maintenance Support. I am involving in the day to day activities like
solving the tickets whatever the end users are facing based on the incident management; I take up daily
status calls to discuss internal challenges. Configuring the new settings to the existing system, configuring the
system by new add-on requirements as per the process, maintain all the documentation as per the process
and update the documents in the share drive and update the configuration documentation with the changes,
Functional specifications for new reports and new add-on programs. These are the kind of the activities I
have done in the support project. I also work on change requests; these are the level 3 and level 4 kind of
activities. I prepare end user manuals and give training.

Ticketing tools Service now

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Q) What is the SLA in your project?

A) If it’s critical, then you must resolve in one hour. High: within one day. Medium: within 3 working days.
Low: within 10 working days. Acknowledgement is if it’s critical: 10 minutes. High: 1 hour. Medium and low:
within 1 day.

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1Types of testing:
Unit testing, Integration testing, Regression testing, Negative testing, User acceptance testing (UAT),
Performance testing.

Unit Testing: It is nothing but a piece of testing. Means, where we perform testing for one
object/transaction is called as a unit testing. E.g.: Create G/L master record, Post G/L document,
delete cost element, etc.

Integration testing: It’s a kind of testing where we conduct testing for more than one
object/transaction is called an integration testing. E.g.: PTP cycle (procure to pay/FI to MM process),
OTC (order to cash/FI to SD process), Automatic payment program (APP), etc.

Q) Where do you conduct unit testing and integration testing?

A) Unit testing is performed in development server in golden test client (in realization phase).

Integration testing is performed in quality server (in final phase).

Q) What is the tool that you have used for testing in your company?

A) HPQC (HP Quality Center). Version11

3)Regression Testing:When we develop / configure any new objects perform testing for existing
object to check whether impacted / not is called regression testing.

Ex: New Company code & Old Company code.

When we configure settings for new company code perform testing for New Company
code.

4)User Acceptance Testing:

Perform the testing by user to check whether this object is working properly or not.

5)Negative Testing: Perform the testing with Negative values.

Ex: - Test A/R Perform testing with A/P Transaction codes.

If we develop any program for any specific company code, perform the testing the
object with another company code.

6)Performance Testing: This Performance testing has to be performed by BASIS team, to check the
system performance and to specify the time limit for execution of programs.

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Controlling:
Controlling and its organisational elements: Controlling area: This is used for internal reporting purpose. In
CO organisational hierarchy the highest node is controlling area.

Q) What are the prerequisites to attach multiple company codes to one controlling area?

A) All company codes must have to use same chart of accounts. All company codes must maintain same fiscal
year variant. To generate the financial statements as per the group, you need to use same fiscal year for both
company codes, by implementing New GL you can maintain separate Fiscal year variant, posting period
variant as per legal requirement, i.e. we maintain parallel ledger to maintain it like that

Cost element accounting: To update FI records GL accounts are required and to update CO records cost
elements are required. There are 2 types: primary and secondary.

Primary cost element:

Is nothing but GL expenditure accounts. Posting to primary cost element is possible.

Secondary cost element: These are other than GL accounts. Postings for secondary cost elements are not
possible, these are used for allocations. In the month end we allocate DEPTO costs to DEPTM and DEPTN by
using secondary cost element. When we create cost element we have to specify cost element category.

Primary cost element category:

1 – Primary cost/cost reducing revenues. This is used for cost expenditure accounts.

2 – Accrual/deferral per surcharge. This is used for month end provisions only in CO.

11 – Revenues. This is used for income accounts.

12 – Sales deduction. This is used for expenditure accounts like trade discounts/sales commission where
profitability analysis (COPA) module is implemented.

22 – External settlement. This is used for allocation of costs from internal orders to GL accounts/assets CO to
FI.

Secondary cost element category:

21 – Internal settlement. This is used for allocation of costs from IOs to cost centers (CO to CO).

31 – Order/project results analysis. This is used for work in progress in product costing.

41 – Overhead rates. This is used for RM overhead rate.

42 – Assessment. This is used for allocation of primary cost postings and secondary cost allocations from one
cost center to another cost centers.

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43 – Internal activity allocation. This is used for calculation of activity types in product costing. E.g.: machine
hour rate/ labour hour rate.

Cost center accounting:

This is used to view department wise costs like production dept, service dept, admin dept, etc. When we
create cost center we have Pradeep GadalaFICO to create under cost center standard hierarchy. We have to
specify cost center category while creating cost center like whether it is a production department or service
department. To see all the cost centers data at a time we can create cost center group and assign respective
cost centers to cost center group.

Cost center category:Whether the cost center belongs to production / sales / administration / services /
material etc.

Accrual orders:
This is used for month end provision only in CO. This is used for irregular expenses like bonus, leave travel
allowance, gratuity, leave encashment, etc. Due to accrual orders a document will be generated only in CO.
Business transaction KAZI. Cost element category should be 3 (accrual/deferral per surcharge). For this we
maintain overhead structure in SPRO and calculate accruals in KSA3.

Statistical key figure:

This is used for allocation of costs from one cost center to other cost centers. E.g., employee/area/telephone
calls. Business transaction: RKS. There are two types of stat. Key figures, fixed values and total values. Fixed
values are nothing but the values for all periods are equally divided. If it’s total values then every month we
have to enter the values. To create SKF: KK01, to enter SKF: KB31N.

Activity types: Activity types are activities provided by a cost center. E.g. machine hours/labour hours. They
are measured in units of time or quantity. They are used to allocate costs from one cost center to another
cost centers or from cost center to production orders. [Link]:KL01.

Activity based costing: (Activity independent planning and activity dependent planning) Activity independent
planning is it covers both primary and secondary costs but doesn’t refer to a specific activity type. We plan
only fixed costs. And in activity dependent planning it covers both primary costs and secondary costs and it
refers to specific activity type, here we can plan fixed costs as well as variable costs. Activity
independent/dependent planning (secondary cost element): KA06. Creation of activity type i.e. labour hours:
KL01. Planning cost center wise: KP06. Planning activity hours i.e. labour hours: KP26. Plan activity price i.e.
labour hour rate calculation: KSPI.

Direct activity allocation: Direct activity allocation is based on hours supplied by sender cost center and
indirect activity allocation is allocation of cost based on receiver cost center. Direct activity allocation steps:
posting of transaction FB01L – Salaries with amount 720000 to cost center DEPTO (Labour/service) to
outstanding expenses, enter actual activity price KBK6.

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Allocation structure: OKO6Allocation structure contains assignments (types of costs) and source and
settlement cost elements. This is actually a tool that allocates the costs incurred on a sender by cost element
or cost element group, generally this is used for settlement and assessment of cost.

Settlement Profile: OKO7 Settlement profile is a requirement for creating a settlement rule. In each
settlement profile we specify the parameters like a) valid receivers (GL a/c or Cost Center/Order/Fixed
asset/material etc.), b) default value for settlement structure. c) Specify the allocation structure which carries
the cost, d) Specify the allocation basis (ratio/%/amount), e) maximum number of distribution rules,
residence time for settlement doc. Settlement rule: Means “in settlement profile we specified the receiver is
Asset”. But we didn’t specify which asset and how much percentage at what level you are going to specify.
That is going to be maintained in the internal order level in the settlement rules.

Planning Profile: planning profile contains the layouts, for example: we can list out multiple layouts. For
example: cost center, cost element, activity type’s period, different layouts we can define it. SAP has already
provided one standard planning profile, which contains multiple screen layouts and we can use it. Apart from
that we would like to create our own planning profile also we create.

“Budget Profile” what is it?Budget profiles contain the attributes, which is used to maintain the budget
availability control against the internal orders, where you can specify the activity control and rules. Even this
budget profile settlement profile, planning profile, need to be maintained in Internal Order types.

Report Painter:

Report Painter is the main tool for defining reports. All kinds of reports like FI reports, cost center
accounting, internal orders, and profit center accounting, etc. We can create here quickly and easily across
the rows and columns. We can copy standard reports and do minor changes or modify them, so as to suit the
requirements of the clients if you need you can create new reports also.

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SALES TAX
Explain how ‘Taxes’ are handled in SAP.

SAP takes care of tax calculation, tax postings, tax adjustments, and tax reporting through the three FI
components; namely GL, AP, and AR. The processing of the following kinds of taxes is possible:

1. Tax on Sales and Purchases Input Taxes (Purchase Tax) and Output Taxes (Sales Tax)

2. Additional Taxes (these are country specific and in addition to the tax on sales and purchases)

3. Sales Tax

4. Withholding Tax

a. Classic Withholding Tax

b. Extended Withholding Tax

Explain the Configurations Required for Taxes in SAP:

1. Define tax procedure

Path: SPRO-Financial accounting –Financial accounting global settings-Tax on sales /purchases-Basic settings-
Check calculation procedure. ) OBYZ

Here you define procedures and in control data folder you give

Step Counter CondType Description From To Account key

10 0 BASB Base amt.

20 0 MWVS Input tax 10 10 VST Input tax (Select)

30 0 MWAS Output tax 10 10 MWS output tax

Assign country to calculation procedure [Link] is OBBG

Define tax codes for sales and purchases [Link] is FTXP

Here you maintain the tax codes for input tax: V0 – 0%, V1 – 5%, for output tax: A0 – 0% and A1 – 14.5%.

Assign tax codes for non-taxable transactions [Link] is OBCL

For company code: select input tax V0 and Output tax V0

Creation of GL masters FS00:

1. VAT receivable Current assets, Loans & Advances

2. VAT payable Current liability & Provisions

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Create GL account no: 200155 current assets VAT receivable with Field status group change to G041 (Tax
office clearing accounts)

Create GL account no.100505current liability and provisions VAT payable

200120 for inventory RM account and sales account 300000 in control data tab Select * (All tax types
allowed) and Select posting without tax allowed check box

Assignment of accounts for automatic postings [Link] is OB40

VST (input tax) and Give the Chart of Accounts:Double click on transactions GMR

Give the account: 200155 VAT receivable

Double click on transactions MWS (output tax) and Give the account no.100505 VAT table

MM module:

Purchase order material no. RM1

Purchase order vendor 1234

Purchase order Qty 1 Kg

Purchase order Rate 100

Purchase order tax code V1 (5% input tax)

Goods receipt

System checks Tax procedure:

Base price 100 (1* 100) inventory Account

Input tax on base price 5 VST -200155 VAT receivable

(V1= 5%) -----

Vendor credit 105

SD module: Sales order Customer no. 9876

Material FG1

Qty 1Kg

Rate 500

Tax code A1 (14.5%) output tax

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System checks Tax procedure:

Base amount 500 sales account

Output tax on base amount 72.5 MWS -100505 VAT payable

At 14.5% -------

Customer debit 572.5

In FI for sales:

Customer account Dr 572.5

To sales500 To VAT payable 72.5

Tell me about the ‘Tax Reports’ in SAP:

SAP comes delivered with country-specific default ‘Tax Reports’ to meet your taxreporting requirements.
However, it is not uncommon to use third-party software for the same purpose. As a process, it is
recommended that the ‘closing operations’ are completed before running the tax reports. This will ensure
that the system makes relevant adjustment entries (between payables and receivables, exchange rate
differences, etc.) so that the correct tax amounts are reported.

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VALIDATION:
It is a process of checking values and the combination of values entered into
the system.

The entered values are checked against a user pre defined values. If the
statement is true system will allow you to post the data. If the statement is false system
issue message defined by user.

At What level we can write validation?

 Document header level.

 Line item level.
 Complete document level.
What is the TC to create sets : GS01.

3 STEPS IN VALIDATION:
1. Prerequisite.
2. Check.
3. Message.

Substitution Rules:
OBBH It’s an automatic process of replacing values. In OBBH we maintain and GGB1 we configure. I
am very familiar with valuation and substitution rule. Recently one very complex substitution rule I
have written recently, actually we have a concept called parking document. Generally we park the
document, then it will go for approval and later we post the document after approval. The system
will take the posting date as per the document original date. My client actually wanted “boss,
however the document has been posted one week back if I approve now the posting date should be
posted with the current date, i.e. the date approved”. For this we actually have written substitution
rule, like; where the posting date is the company code date and also the transactions (means what
are the parking documents we are going to post). Then the constant value is the posting date equals
(=) transfer there are multiple objects are there, while writing the substitution rule (Constant, field
to field and EXIT). Here field to field rule I have used here posting date should be = (equals to)
system date, but here there is one amendment, one logic is there. The client has requested “boss,
we have a document parked on 31’st Dec (they are following Jan to Dec fiscal year), which is the last
period in that fiscal year and approved in Jan which falls in next fiscal year, which should not
happen. The system for this should take posting date on Dec only.” Because if they approve the
document date in next month it is going to post in the next fiscal year which is wrong. So for this if

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there are any parked documents on 12th period, and if these documents are approved then the
logic should not be applicable. For this purpose functionality is not possible. For this we have written
functional specifications like one kind of small document and mentioned the business requirement
to the ABAPer. ABAPer has written the “EXIT”. The same EXIT we have used in the substitution rule
for my company code. Scenarios: invoice reference no. = invoice document no.

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MONTH END ACTIVITIES

Process Description T Code / Menu-path Periodicity(D/W/M) Person Responsible /

Location

General account manual FI FB50 / KE21N Monthly Corporate Accounts

postings

Invoicing Regularization FB50 Monthly Reporting

of deliveries non invoiced Accounting -> Financial Accounting-> General
Ledger -> Document Entry -> FB50 - Enter G/L
Account Document

Open FI Posting Periods OB52 Accounting -> Financial Accounting-> Monthly Corporate Accounts
General Ledger -> Environment -> Current Settings
-> S_ALR_87003642 - Open and Close Posting
Periods

Depreciation Run AFAB Monthly Reporting/Corporate

-Accounting -> Financial Accounting-> Fixed Assets Accounts
-> Periodic Processing -> Depreciation Run ->
AFAB - Execute

Maintain Exchange Rates OB08 interface MEDECO

Accounting -> Financial Accounting-> General
Ledger -> Environment -> Current Settings ->
S_BCE_68000174 - Enter Translation Rates

Post Accrual / Deferral FBS1 Monthly Corporate Accounts

Entries Accounting -> Financial Accounting-> General
Ledger -> Periodic Processing -> Closing -> Valuate
-> FBS1 - Enter Accrual/Deferral Doc.

Post Recurring Entries F.14 Depends on Nature of Corporate Accounts

Accounting -> Financial Accounting-> General entry and target accrual
Ledger -> Periodic Processing -> Recurring Entries dates
-> F.14 - Execute

Reverse Accrual / Deferral F.81 Monthly Corporate Accounts

Entries Accounting -> Financial Accounting-> General
Ledger -> Periodic Processing -> Closing -> Valuate
-> F.81 - Reverse Accrual/Deferral Document

Receivables and Payables F101 Accounting -> Accounts Receivables - Monthly Corporate Accounts
Re groupements > Periodic Processing -> Closing -> Regroup ->
F101 - Receivables/payables

GR/IR Clearing F.13 Accounting -> Financial Accounting-> General Monthly Corporate Accounts
Ledger -> Periodic Processing -> Automatic
Clearing -> F.13 - Without Specification of Clearing
Currency

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Revaluation of Foreign F.05 Accounting -> Financial Accounting-> General Monthly/Weekly Corporate Accounts
Currency Balances Ledger -> Periodic Processing -> Closing -> Valuate
-> F.05 - Foreign Currency Valuation

Balance Audit Trail S_ALR_87100205 - Monthly Corporate Accounts

General Ledger >Periodic Processing > Closing >
Document > Balance Audit Trail > All Accounts >
S_ALR_87100205 - General Ledger from the
Document File

Compact Journal S_ALR_87012289 Monthly Corporate Accounts

Accounting -> Financial Accounting-> General
Ledger -> Periodic Processing ->Closing > Report >
General Ledger Reports >Document > General
> Compact Document Journal

VAT Liability F.38 General Ledger >Periodic Processing > Monthly Corporate Accounts
Closing > Report > F.38 - Transfer Deferred Tax

VAT Liability F-32 Accounting -> Financial Accounting-> General Monthly Corporate Accounts
Ledger -> Document Entry -> F-02 - General
Posting

Analyse GR / IR a/c to FBL3N / F.13 Monthly Corporate Accounts

crystalise and close the (TEST run and without tick " only docs which can
liability in the GR / IR a/c to be cleared"
chase up invoices

Review and download the S_ALR_87012284 Ledger - Reporting -> Information Monthly Corporate Accounts/
p& l and balance sheet System -> General Ledger Reports > Balance Sheet/ Reporting
Profit and Loss Statement / Cash Flow ->General
> Actual/Actual Comparisons ->S_ALR_87012284

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Month end closing Activities

Scenario : 1

[Link] in Document Number Assignment

[Link] Numbers Allocated Twice
[Link] and Close Posting Periods
[Link] Recurring Entries
[Link] Recurring Entries
[Link] Batch Input Session
[Link] Clearing of GR/ IR Account special process
[Link] GR/ IR Clearing Accounts
[Link] Clearing of GR/ IR Account
[Link] Adjustment Entries
[Link] Currency Revaluation
[Link] Tax Payable
[Link] of sales and Use Tax Report
[Link] Documents/ Transaction Figures
[Link] Previous Accounting Period
[Link] Interest Calculation
[Link] Document Journal
[Link] Statement
Scenario : 2
1. All the expenses including amortization, prepaid expenses, Preliminary expenses and accruals have been
booked.
2. Complete Bank Reconciliation (T. Code: FF67)
3. Make sure that Sum of Inter Company balances is Zero
4. Suspense Accounts should be cleared regularly.
5. Ensure that all documents related to MM & SD have been entered in system. ([Link]:F-22 & F-43) 6. Ensure that
all billing documents are released to accounting.
7. Calculate Overheads on all process Orders (CO43)
8. Technically complete all process orders which are fully processed (CORM).
9. Calculate Variance (KKS1)à (Relevant only if Standard cost is calculated).
10. Settle all process orders which are technically complete (CO88).
11. Close All settled Process Orders
12. Close MM period (Transaction Code: MMPV).
13. Carry out GR/IR clearing (F.13) transaction
14. Depreciation Run (AFAB) has been carried out for the month
15. Close FI Posting period after the month end closing activity is over ([Link]:OB52) Year end

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Closing Activities:
1. Calculate production work in progress on process orders which are not technically complete. (CO88).
2. Carry out Assessment cycle for Cost Centers (T. Code: KSUB)
3. All month end closing Activities should be carried out.
4. Carry Forward Balances to next year With TC: F.16 we can carry forward the balance to next year. With TC:
OBH2 copy the number ranges to next year Open next year periods by selecting the Posting Period Variant. then
test by posting the transaction in F-02)

SAP FI Month End and Year End Activities

1 - Maintain Activity prices - KP26
2 - Release of Standard Cost Estimate - CK40N
3 - MM period close and open - MMPV
4 - FI period open
5 - Parked documents to be posted - FBV0, MIRO
6 - Reposting of Inter Office CC - KB61
7 - Bank Reconciliation
8 - Update Section Code where missing - J1INPP
9 - Maintain GRIR clearing - F.13
10 - Provision for current month - FB50
11 - Depreciation entry - FB50
12 - Exchange rate - To be Updated
13 - Revaluation of foreign currency open items - F.05
14 - Recognition of Inventory at Bonded warehouse - FB50
15 - Maintain Statistical Key Figures - KB31N/KP46
16 - Variance Calculation of Process Orders - KKS1
17 - Settlement of variances - CO88
18 - Assessment cycles - Aux/WH CC to Main CC - KSU5
19 - Assessment cycles - Functional CC to SBU CC - KSU5
20 - Assessment cycles - SBU CC to COPA - KEU5
21 - Profit Center Reposting - 9KE0
22 - Balance Sheet Adjustment calculation - F.5D
23 - Transfer Profit Center to AR & AP - 1KEK
24 - Transfer Inventory to PCA - 1KEH
25 - Assessment Cycle - Dummy PC to SBU PC - 3KE5
26 - Check for u201CDelivery made, not Invoicedu201D - VF03
27 - Match GL and PCA - KE5T
28 - Match PCA and PA
29 - Top Down Distribution in COPA - KE28
30 - Reclassification of GL balances
31 - Balance Carry forward (Year End Only) - F.16
32 - PCA Balance Carry forward (Year End Only) - 2KES

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33 - Transfer to FI - 1KE8

Year End Activities include

1. Open New Fiscal Year or Fiscal Year Change for Assets -->AJRW
2. Close the Asset Fiscal Year -->AJAB
3. Balance Carry Forward for General Ledger -->F.16/FAGLGCTR
4. Balance Carry Forward for Vendors/Customers -->F.07
5. Copy Number Ranges for Next Fiscal Year -->OBH2
Month/Period End Activities include
Open New Period in FI
Ensuring all the Parked Documents/Hold Documents to be Completed
Close period in CO & MM
Close Period in FI
2. Year-end closing in Financial Accounting
Create Factory Calendar for New Year
Carry Forward AP/ AR Balances
Carry Forward GL Balances
Re-grouping Receivables/ Payables
Balance Confirmation Receivable
Balance Confirmation Payable
Final Close and Release Financial Reporting
Close Previous Accounting Period
Display Document Journal.
Print 1099 MISC forms (Only for USA)

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Process T Code / Menu- Preceding Subsequent Periodicity(D/W/ Person

Description path Dependency Process Impacted M) Responsible
/ Location

Open FI OB52 Accountin Open Allows all specific en Annual Corporate

Posting g -> Financial period 13 year postings Accounts
Periods Accounting->
General Ledger ->
Environment -> close Norm
Current Settings -> al periods 1 to
S_ALR_87003642 - 12 initially.
Open and Close
Posting Periods

Open Speci
al Period 13 ,
only for non
sales
accounts (
exclude
accounts 7*)

End year FB50 Accounting All specific postings Annual Corporate

Manual FI -> Financial for Accounts
Postings Accounting-> regularisation involving
General Ledger -> generation of and FI
Document Entry -> and non sales imapct
FB50 - Enter G/L
Account Document

-commissions on
sales

Fiscal Year AJRW Accountin None 1/Calcul evaluation Annual Corporate

Change for g -> Financial on next period Accounts
Fixed Assets Accounting-> Fixed
Assets -> Periodic
Processing ->
AJRW - Fiscal Year 2/Posting to Assets
Change Accounting in next
Fiscal Year

3/reporting Budget

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Open FI OB52 Accountin Close Spec All processing Annual Corporate

Posting g -> Financial ial Period 13 involving generation of Accounts
Periods Accounting-> to 16 to be and FI Document not
General Ledger -> closed after allowed in next posting
Environment -> full & complete period.
Current Settings -> finalisation. of
S_ALR_87003642 - trial balance.
Open and Close
Posting Periods

Fixed AJAB Accountin After END Posting to Previous Annual Corporate

Assets Year- g -> Financial closing period Fiscal Year can not be Accounts
End Closing Accounting-> Fixed 13 continued after the
Assets -> Periodic year- end closing
Processing -> Year- =>Completi
End Closing -> on of
AJAB - Execute Capitalization
Activities and
Posting of
Final
Depreciation
Run for the
Fiscal Year.

Account ABST2 Accounti After END Rectification of Annual Corporate

Reconciliation ng -> Financial closing period reported errors on Accounts
for Fixed Accounting-> Fixed 13 account of
Assets Assets -> Periodic Capitalisation or
Processing -> Year- => depreciation
End Closing ->
Completion
ABST2 - Account
of
Reconciliation
Capitalisation
Activities and
Posting of
Final
Depreciation
Run for the
Fiscal Year.

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Vendors & F.07 Accounting Scrutiny and Annual Corporate

Customers -> Financial closing of all Accounts
Accounting-> Vendor &
Accounts Payable - Customer
> Periodic accounts
Processing ->
Closing -> Carrying
Forward -> F.07 -
Balance Carry
Forward

Balance F.16 Accounting Scrutiny and Annual Corporate

Sheet GL -> Financial closing of all Accounts
Accounting-> GL Balance
General Ledger -> Sheet
Periodic Processing accounts
-> Closing ->
Carrying Forward ->
F.16 - Balance
Carry Forward

P & L Items F.16 Accounting Scrutiny and Annual Corporate

-> Financial closing of all Accounts
Accounting-> GL P & L
General Ledger -> accounts
Periodic Processing
-> Closing ->
Carrying Forward ->
F.16 - Balance
Carry Forward

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Review and S_ALR_8701228 Scrutinise & Year end Annual Corporate

download the 4 Ledger - Download P& Accounts
p& l and Reporting -> L and Balance
balance sheet Information System Sheet
-> General Ledger
Reports > Balance
Sheet/ Profit and
Loss Statement /
Cash Flow -
>General
> Actual/Actual
Comparisons -
>S_ALR_87012284

Check List for FI Year End Closing

1 Execute Report for InterCompany Activity & Journal Entries
2 Open posting period for next yr
3 Run Business Area's Assignment report.
4 Review list of recurring journal entries
5 Execute Recurring Entries for A/R, A/P, G/L
6 Process Parked A/R, A/P, G/L accounting documents
7 Final Cutoff for the Maintenance of Fixed Asset- Add Transfer and Retire
8 Run Depreciation in Test Run and post
9 Verify Display Log for Depreciation Test Run
10 Capitalize AUC Assets if needed
11 Enter Payroll Data to SAP
12 Verify Depreciation Balances with GL balances
13 Post Depreciation
14 Execute Asset History Report, and retire assets if needed
15 Adjust specific depreciation areas if necessary
16 Reconcile AM subledger with GL
17 Check Bank Data
18 Review AR Open Items
19 Review AP Open Items
20 Execute Pending Invoices

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21 Clear Open Item for GRIR, freight

22 Reconciliation of Financial Documents and transactional figures
23 Open new CO Posting Period
24 Compare current (cost estimates) with last current price (Moving Avg)
25 Update current cost price to material master price field.
26 Process Freight charges, Match SD freight to actual
27 Review Internal Order Postings
28 Settle All Orders
29 Verify All Post Goods Issue have been Invoiced (Billing Due List)
30 Review SD Billng Doc from prior mth that have not yet been released to accounting
31 Reconciliation of MM movements in Transit Intra-SAP to NonSAP
32 Reconcile PI Inventory with SAP
33 Perform Manual Adjustment if needed
34 Verify balance of the GR/IR account
35 Post Accruals and Deferrals
36 Clearing of Cancelled Documents
37 Check Profitability Segment Adjustment
38 Aging Report-Reconcile GL balances with subledger balances AP
39 Check the check run numbers
40 Bank reconciliation Data
41 Enter Tax Journal Entry
42 Reconcile GL balances with subledger balances AR/MM/AP
43 Display Balance Sheet Adjustments
44 Post Balance Sheet Adjustments
45 Post Foreign Currency Valuation (foreign exchange)
46 Check generic cost centers for posting with wrong accounts
47 Correct wrong postings on generic cost centers
48 Check Validation dates for Cost Centers, Cost Elements, CO area
49 Check COGI--for both month end and year end
50 Doubtful receiviables
51 Verify In-transist Inventory
52 Reconcile PA to G/L
53 Post Cost Centre Assessments and Distributions
54 Run CO-FI Reconciliation to balance
55 Run BW reports P&L and Balance Sheet
56 Maintain CO yr variant
57 Fiscal Yr Balance carryforward AP/AR/AM
58 Fiscal Yr Balance carryforward CO
59 Fiscal Yr balance carryforward FI
60 Fiscal Yr balance carryforward PCA
61 Set Document number ranges - FI - new year
62 Set Document number ranges AP/AR - new year
63 Generate Financial statement Reports

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64 Change Fiscal Year For Assets

65 Year end Closing-- Asset Accounting--final for year end
66 Close CO Posting Period
67 Close Prior A/R Posting Period
68 Close Prior A/P Posting Period
69 Close Prior MM Posting Period
70 Reverse accruals and deferrals for the new month
71 Reconciliation of Financial Documents from old fiscal year and new fiscal year
72 Load Balances, Budget Data for Cost centers, sales
73 Update Retained Earning Account , balance carry fwd

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