gl period end closing

Project OneSAP Training Material

Topic : GL Period End Closing

5.0_AME_EG_TRN_GL_PERIOD_END_CLOSING.DOC Page 5.0-1 of 5.0-24

Activity : Period-end Closing Transactions Step 1: AR Foreign Currency Revaluation Step 2: AP Foreign Currency Revaluation Step 3: GL Open Item – Foreign Currency Revaluation Step 4: GL Non-Open Item – Foreign Currency Revaluation Step 5: GR/IR Automatic Clearing Step 6: Print FI Reports Step 7: Open/Close Period




Activity: Period-end Closing Transactions Description: This document describes the processes required for period-end closing. Pre-requisite: Impact: _____________________________________________________________________________




Step 2: AR Foreign Currency Revaluation Description: We have to execute this transaction for the following currency type due

to the implementation of multiple currencies: • 10 – Company code currency, i.e. EGP; • 30 – Group currency, i.e. USD; • 60 – Global Company currency, i.e. GBP.

Menu path : Accounting Financial Accounting Accounts Receivable

Periodic Processing Closing Valuate Foreign Currency Valuation Transaction code : F.05

Foreign Currency Valuation Execute the revaluation on test mode. 1. Click on the <Postings> tab 2. Enter pertinent data:

• Company code: EG01 – BAT-Egypt

• Evaluation key date: 19.05.2005

• Valuation method: AME – AME Valuation method

• Valuation in curr type: Choose one of the following: o 10 - Company code

currency; o 30 – Group Currency

USD; o 60 – Global Company

currency GBP

3. Create postings: Leave BLANK for test run

4. Batch input session name:

EG01-FCARNN – where NN is number range from 01 to 03 for each currency type revaluation.

5. Document date: 18.05.2005 (last

day of the fiscal period) 6. Posting date: same as the

document date 7. Reversal posting date:

19.05.2005 (first day of the following fiscal period)

8. Reverse posting: Ticked to

create reversal at reversal posting date.

9. Click on the <Open Items> tab




Foreign Currency Valuation Execute the revaluation on test mode. 10. Valuate customer open items:

Select the flag

11. Click to execute in ‘Test’ mode

Foreign Currency Valuation Execute the revaluation in ‘Test’ mode. 12. The ‘Foreign Currency

Valuation’ report lists all the items revaluated. Check if the amount calculated from the customer accounts is correct.

13. Click on ‘Postings’ button to view

the simulated accounting posting proposal list.

Note: Press on the ‘Message’ button to view if there is any error message.



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Foreign Currency Valuation Execute the revaluation on test mode. In the Posting Proposal List: 14. View and check that accounting

entries are correct!

15. Click on twice to return to selection screen.




Foreign Currency Valuation Execute revaluation on production run All selection made earlier should remain unchanged except, 16. Creating postings: Ticked to

generated batch session in production run.

17. Click to execute run. 18. The ‘Foreign Currency

Valuation’ and ‘Postings in batch input session‘ reports will be shown, you can download the report. Take note that the documents have been posted yet, therefore in the later report, the document number field remained blank.




Batch Input: Session Overview Go to transaction SM35: Menu path: “System >> Services >> Batch Input >> Session” 19. Click on the selection box of

batch input name as in the selection screen: “EG01-FCARNN”.

20. Click on icon. 21. Select “Display erros only”.

(System will processed in background except there’s error)

22. Click on icon to proceed




Batch Input: Session Overview 23. Select “Display erros only”.


24. Click on icon to proceed

Batch Input: Session Overview 25. Select “Display erros only”.


26. When information prompted, go

back to SM35 by click on <Session overview> button. Check that the status now has changed to “Processed”.

27. To check batch session activities,

select the session and click on ‘Log’ icon




Batch Input: Session Overview 28. To check batch session activities,

select the session and click on ‘Log’ icon

Batch Input: Log Overview 29. Double click on batch session log

line items displayed.




Batch Input Log for Session EG01_FCARNN 30. Record the document number(s). 31. Go to transaction FB03 to display

the document.

On T-Code prompts: Type /nFB03

Display Document: Initial Screen Information: One document generated for each reconciliation account and currency combination. E.g. Customer 120000/USD Customer 120000/THB Customer 135307/USD Customer 135307/THB

Display FI document 32. Document number: (document

number in the batch log) 33. Company code: EG01 34. Fiscal year: Current fiscal year 35. Press <Enter> to view document

overview




Document Overview 36. Check and verify accounting

posting entries

Note: • The Gain/Loss accounts and

its defaulted cost centre • Revaluation B/S account • The actual and reverse

posting date on documents

37. Click twice to return to application main menu

You have completed this process.




Step 3: AP Foreign Currency Revaluation Description: We have to execute this transaction for the following currency type due

to the implementation of multiple currency: • 10 – Company code currency, i.e. EGP; • 30 – Group currency, i.e. USD; • 60 – Hard currency, i.e. GBP.

Menu path : Accounting Financial Accounting Accounts Payable

Periodic Processing Closing Valuate Foreign Currency Valuation Transaction code : F.05

Follow Step 2 procedure except that this time on the <Selection> tab screen: • Tick on <Valuate vendor

Open Items> flag instead of <Valuate customer open items>.

• Process the selection as

described in the procedures in Step-2

• Use batch name ‘EG01-

FCAPNN’ – where NN is number range from 01 to 03 for each currency type revaluation.




Step 4: GL Open Item – Foreign Currency Revaluation Description: This transaction will revaluate the foreign balances for GL defined as

‘Open item management’ in its GL master record. There is a pre-defined set of GL accounts to revaluate.

We have to execute this transaction for the following currency type due to the implementation of multiple currency: • 10 – Company code currency, i.e. EGP; • 30 – Group currency, i.e. USD; • 60 – Hard currency, i.e. GBP.

Pre-requisite: In the GL master record:

• Open item management is ticked Menu path : Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Foreign Currency Valuation Transaction code : F.05

Foreign Currency Valuation Follow Step 2 procedure except for some of the following changes: 1. Use batch name ‘EG01-

GLOINN’ – where NN is number range from 01 to 03 for each currency type revaluation.




2. Select the <Open Items>

tab, tick on the <Valuate G/L account open items> flag

Note – Ensure that the ‘Valuate GL account balances’ flag in the <GL Balances> tab is not ticked.

3. G/L account: There is a

list of GL accounts specifically for each valuation depending on your selection. Get the list entitled ‘GL accounts for GL Open Item Revaluation’ from the instructor and enter the GL numbers by clicking on the icon.




Foreign Currency Valuation The ‘Foreign Currency Valuation’ listing will show: • the document exchange rate

and the period end exchange rate;

• the valuated amount will be shown on the rightmost of the report;

• the document number shown is the to-be-generated document number as the transaction is not updated yet. This is only a posting proposal.




Step 5: GL Non-Open Item – Foreign Currency Revaluation Description: This transaction will revaluate the foreign balances for GL not defined as

‘Open item management’ in its GL master record. There is a pre-defined set of GL accounts to revaluate.

We have to execute this transaction for the following currency type due to the implementation of multiple currency: • 10 – Company code currency, i.e. EGP; • 30 – Group currency, i.e. USD; • 60 – Hard currency, i.e. GBP.

Pre-requisite: In the GL master record:

• Open item management not ticked • Exchange rate difference key = BANK

Menu path : Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Foreign Currency Valuation Transaction code : F.05

Foreign Currency Valuation Follow Step 2 procedure except for the following: 1. Use batch name ‘EG01-

GLFBNN’ – where NN is number range from 01 to 03 for each currency type revaluation.




2. Select <GL Balances> tab,

tick on the <Valuate G/L account balances> flag

Note – Ensure that the ‘Valuate GL account open items’ flag in the <Open Items> tab is NOT ticked.

3. G/L account: There is a

list of GL accounts specifically for each valuation depending on your selection. Get the list entitled ‘GL accounts for GL account foreign balances revaluation’ from the instructor and enter the GL numbers by clicking on the icon.

4. Exchange Rate difference

key: Enter ‘BANK’.

Foreign Currency Valuation The ‘Foreign Currency Valuation’ listing will show: • the document exchange rate

and the period end exchange rate;

• the valuated amount will be shown on the rightmost of the report;

• the document number shown is the to-be-generated document number as the transaction is not updated yet. This is only a posting proposal.




Step 6: GR/IR Automatic Clearing Description: This transaction is used to clear the open items that are matched based

on the criteria set in the configuration. GLs set as open item Menu path : Accounting Financial Accounting General Ledger

Periodic Processing Automatic Clearing Without Specification of Clearing Currency

Transaction code : F.13

Automatic Clearing without Definition of Clearing Currency (SAPF124) Execute the GR/IR clearing on test mode and check the results. 1. General selection data:

• Company code: EG01 – BAT-EG

• Fiscal year: Current fiscal year

• Posting date TO: Last day of the fiscal year

2. Tick on the “Select GL

accounts” flag 3. GL account : 200200 (GRIR) 4. Click on the ‘Test run’ flag 5. Click on the ‘Detail list with error

log’ flag (Default) 6. Click on the ‘Only docs which can

be cleared’ flag

7. Click on to execute in ‘Test Run’ Mode




Automatic Clearing without Definition of Clearing Currency (SAPF124) Execute the GR/IR clearing on test mode and check the results. Check and understand the Test Run list, as appeared on the report header. Identify the open items that are can be cleared against each other in the list.

8. Click on the icon to return to the selection screen.




Automatic Clearing without Definition of Clearing Currency (SAPF124) Execute the GR/IR clearing on production run. 9. Repeat the procedure above

except that this time UNTICK the ‘Test run’ flag.

10. Click on to execute in Production Run Mode

11. System prompts message: “W:

This program run in production run”.

12. Press <Enter> to confirm and

proceed.

Automatic Clearing without Definition of Clearing Currency (SAPF124) Execute the GR/IR clearing on production run. 13. Note that the report header

indicates “Update Run” at its header.

14. Click twice to exit the transaction.

You have completed this transaction.




Step 7: Print FI Reports Report : Financial Statement Menu path : Accounting Financial Accounting General Ledger Information System General Ledger Reports Balance Sheet/ Profit and Loss Statement/ Cash Flow General Actual/Actual Comparisons Balance Sheet / Profit and Loss Statement Transaction code : S_ALR_87012284 SAP Easy Access:

1. Chart of accounts: AME 2. Company code: EG01 3. Currency Type: Choose one of

the following: • 10 – company code

currency, i.e. EGP; • 60 – Hard currency, i.e.

GBP; • 30 – Group currency, i.e.

USD 4. Financial Stmt Version: MU01 5. Reporting Year: Current fiscal

year 6. Period: current fiscal period 7. Plan Version: ‘00’

8. Click to execute the report




Step 8: Open/Close Posting Period Menu path : Key in ‘ZOB52’ at the Command field and press <Enter> Transaction code : ZOB52

Change View “Posting Periods: Specify Time Intervals”: Overview

1. Posting variant: MU01

2. Click on the icon.

3. There are 2 date ranges for each

of the account type, as follows:

• + = All types; • A = AA / Asset type; • D = AR / Customer type; • K = AP / Vendor type; • M = Material type. The period range specified will be the period that allows posting.

4. Click to exit this screen.

You have completed this transaction.

gl period end closing

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