Created by Parag Sawale. Dt.7th June,2005

-: Contents :--: Contents :-

Document Types & Number RangesDocument Types & Number Ranges Document StructuresDocument Structures Posting DocumentPosting Document Clearing DocumentClearing Document Integration with GL AccountingIntegration with GL Accounting

Document Types Document Types Each document type is identified by a two-digit abbreviation in Each document type is identified by a two-digit abbreviation in

connection with a description. The document type classifies the connection with a description. The document type classifies the document document

Each document type is allocated to a number range. Document number Each document type is allocated to a number range. Document number intervals are specified for the corresponding document type using the intervals are specified for the corresponding document type using the

number range. The number range also determine whether document number range. The number range also determine whether document numbers are assigned internally or externally.numbers are assigned internally or externally.

Document number ranges are specified depending on the volume of the Document number ranges are specified depending on the volume of the business process.business process.

DT Description NR Number RangeDT Description NR Number Range

IN INVOICE 01 010000000000 - 019999999999

Number Range for Mass ProcessingNumber Range for Mass Processing

In addition to the document number ranges for manual posting , number In addition to the document number ranges for manual posting , number

ranges must be defined for business transactions that results from ranges must be defined for business transactions that results from

parallel mass processing. E.g. Invoicing , Payment run. parallel mass processing. E.g. Invoicing , Payment run. The key for mass processing number range must begin with a letter.The key for mass processing number range must begin with a letter. Parallel background processes take their document numbers from these Parallel background processes take their document numbers from these

number range intervals.number range intervals. These document number ranges must be specified depending on the These document number ranges must be specified depending on the

volume of the business processes and the number of the parallel volume of the business processes and the number of the parallel

processes.processes.

Z1

02 020000000000 - 029999999999

DT NR Number Range

P1 030000000000 - 039999999999

P2 040000000000 - 049999999999

P3 050000000000 - 059999999999

Define Document TypesDefine Document Types

Document StructureDocument Structure

Document Header Contains General Data :Document Header Contains General Data : Document NumberDocument Number Document CategoryDocument Category Document DateDocument Date Posting DatePosting Date CurrencyCurrency Reconciliation KeyReconciliation Key

Business Partner’s item / GL :Business Partner’s item / GL : AmountAmount Specification on Due DateSpecification on Due Date Dunning DataDunning Data Clearing DataClearing Data Cash Management Data.Cash Management Data.

Business Partners Item

Offsetting Items (GL)

Posting DocumentPosting Document

When posting document with tax , entries can be made in two different When posting document with tax , entries can be made in two different

ways :ways : Manual EntryManual Entry Automatic Calculation of Taxes Automatic Calculation of Taxes

The user can set the entry type required in his option. This setting can The user can set the entry type required in his option. This setting can

be changed in the initial screen during document entry.be changed in the initial screen during document entry. The document overview displays all entered document items on one The document overview displays all entered document items on one

screen( e.g. Business partners item & GL items ) screen( e.g. Business partners item & GL items )

Screen VariantsScreen Variants

You can select various freely definable screen variants in the list for You can select various freely definable screen variants in the list for entering business partner items.entering business partner items. Screen Variants are specified in customizing of the documents.Screen Variants are specified in customizing of the documents. Screen Variants are defined for :Screen Variants are defined for :

Business Partners ItemBusiness Partners Item GL items GL items

Examples :Examples :SAP01SAP01 Standard ( One Line )Standard ( One Line )

SAP02 SAP02 Standard ( Two Line )Standard ( Two Line )

Define by Entergy Define by Entergy ENT 01ENT 01 Miscellaneous PostingMiscellaneous Posting

ENT 03 ENT 03 Payment On AccountPayment On Account

IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Screen Preparations -> Define Screen Variants for BP items ( FQZ4 )

Screen Variant

IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Screen Preparations -> Define Screen Variants for GL items (FQZ5)

Tolerance GroupTolerance Group

You can define tolerance groups for amounts in customizing. Users You can define tolerance groups for amounts in customizing. Users

can then be assigned to these groups. can then be assigned to these groups. In tolerance group we can define :In tolerance group we can define :

Maximum amount per document levelMaximum amount per document level Maximum amount per line Item level Maximum amount per line Item level

ExampleExample

Upper Limit For Posting Transaction Upper Limit For Posting Transaction

Maximum amount per documentMaximum amount per document $ 1000.00$ 1000.00 Maximum amount per line item Maximum amount per line item $ 600.00$ 600.00

Document Posting : $1099Document Posting : $1099

Amount Check Line item levelAmount Check Line item level Amount check Document levelAmount check Document level

599.00 < 600.00 OK599.00 < 600.00 OK 599.00599.00

500.00 < 600.00 OK500.00 < 600.00 OK 500.00500.00

1099.001099.00

Posting not Possible because amount limit exceeded

IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Tolerance groups for amt. limit -> Define tolerance groups

Clearing DocumentClearing Document

After posting document system will create clearing document.After posting document system will create clearing document. Various new line items can be generated by the allocation of clearing Various new line items can be generated by the allocation of clearing amount to open items such as –amount to open items such as –

Tax after cash discountTax after cash discount cash discount revenuecash discount revenue Minor differencesMinor differences Down payment Down payment

Clearing in Different CurrencyClearing in Different Currency

It is possible to clear open items in different currency. For example It is possible to clear open items in different currency. For example

receivables can be cleared in EURO with an incoming payment in USDreceivables can be cleared in EURO with an incoming payment in USD All selected open items are recalculated in the clearing currency if they have All selected open items are recalculated in the clearing currency if they have

different document currency. The calculation is carried out in two steps different document currency. The calculation is carried out in two steps

using the posting date of clearing document.using the posting date of clearing document. The clearing currency and clearing amount are stored in cleared item.The clearing currency and clearing amount are stored in cleared item.

Integration With GLIntegration With GL

Reconciliation Key StructureReconciliation Key Structure Various business processes create a reconciliation key in the system. Various business processes create a reconciliation key in the system.

The reconciliation key is identified by the current day in the business yearThe reconciliation key is identified by the current day in the business year Reconciliation key that have been created manually are closed Reconciliation key that have been created manually are closed

automatically at the end of the business process.automatically at the end of the business process. The system also proposes reconciliation key for manual business The system also proposes reconciliation key for manual business

transaction. You must close them before transferring to general ledger.transaction. You must close them before transferring to general ledger. The reconciliation key can be structure user / group specifically for The reconciliation key can be structure user / group specifically for

posting in dialog.posting in dialog. Reconciliation key used for :Reconciliation key used for :

InvoicingInvoicing Payment RunPayment Run Interest RunInterest Run Payment LotPayment Lot Return LotReturn Lot

Transfer to GL AccountTransfer to GL Account

Post Document

FICA DocumentAmount 500

Reconciliation Key9819000656

Summary Record140000 S 500800000 C 500

Reconciliation Key9819000656

FI Documents40 140000 50050 800000 500

Reference Key9819000656Reference TransactionFKKSU

Steps to transfer Documents to General LedgerSteps to transfer Documents to General Ledger

Close Reconciliation Key : FPG4Close Reconciliation Key : FPG4

Transfer FICA Posting to GL : FPG1Transfer FICA Posting to GL : FPG1

QQ

THANK YOU !THANK YOU !