new gl accounting - hands on training exercise

NEW GL ACCOUNTING HANDS ON TRAINING

NEW GL ACCOUNTING HANDS ON TRAINING

Important points to be noted:

1) Model Company code N001 (This company code should be used only for reference or copying purpose and not to be used for hands-on training by any of the trainees).2) New company code needs to be created in N1xx series (xx represents sequential number series to be followed by the trainees)

3) Since New GL accounting related settings have not been customized in your previously created company codes, hence it is requested to create a new company code and not to use the previously created company codes. Also creation and practice in new company code will provide you a clear comparison of classic GL Vs New GL related activities.

4) In the below steps,

If customization is mentioned, then that particular step needs to be configured by the trainees.

If Reference is mentioned, then that particular step is only for reference and not to change any customization settings.If Front end is mentioned, then that particular step needs to be created by the trainees.

Hands on training on the following processes:1) FI level basic organization related customization

2) CO level basic organization related customization

3) Real time integration of CO with FI

4) Document Splitting 5) Parallel Ledger accounting

6) Segmental reporting Report extraction

7) New GL Assessment (Allocation)

8) Report Painter

1) FI LEVEL BASIC CONFIGURATION:Step 1: Customization - Creation of New Company code (with the copy of existing New GL accounting company code N001)

New Company codeExisting company codeCustomization PathSteps

N1xx (xx represents two digit sequence number)N001 (Copy this company code for creating a new Company code)SPRO -> Enterprise structure -> Definition -> Financial accounting -> Edit, copy, delete, check company code -> Copy, delete, check company code

Click Organizational object menu and click copy org object. Enter from Co code as N001 and To company code as N1XX series1) Copy the GL account - Yes2) Different local currency - No

Note: Since the new company code is a copy of N001 company code, all the FI related configurations like Fiscal year variant, Field status variant, Posting period variant, Chart of accounts and its related GL accounts will be copied, thereby reducing time in customizing these settings again. Step 2: Reference Check in Financial accounting global settingsCustomization PathTo be noted

SPRO -> Financial accounting (New) -> Financial accounting global settings (New) -> Global parameters for company code -> Enter Global parameters

Chart of Accounts, Fiscal year variant, Posting period variant and Field status variant.

(Ensure not to change any of the settings)

Step 3: Customization Copy document number range from N001 company code to your respective company code in N1xx series:

Customization PathSteps

SPRO -> Financial accounting (New) -> Financial accounting global settings (New) -> Document -> Document number ranges -> Documents in Entry view -> Copy to Company code

Enter number range from range 01 to ZZ,

Fiscal year 2008 and 2009,

Source company code N001 and

Target company code N1xx (your company code)

2) CO LEVEL BASIC CONFIGURATION:Step 1: Customization Assignment of your company code to the existing N001 Controlling Area.


SPRO -> Controlling -> General Controlling -> Organization -> Maintain Controlling Area -> Maintain controlling area

Select N001 company code and click assignment of company codes tab on the left side and click new entries and update your N1xx company code and Save.

Note: Since you are assigning your company to the existing N001 Controlling area, all customization related like CO number range, Profit center related settings will be automatically applicable to your company code as well, thereby reducing time in customization these settings.Step 2: Front end Creation of two cost centers for hands on training on transaction level entries.Front end PathSteps

SAP Easy access -> Controlling -> Cost center accounting -> Master data -> Cost center -> Individual processing -> KS01 changeUse two reference cost centers from N001 controlling (example N0011001 and N0011002) and create in N1xx1001 series and N1xx1002 series and change the company code to your N1xx company code.

3) REAL TIME INTEGRATION OF CO WITH FI:

Step 1: Reference Define variants for Real time integration Customization PathTo be noted

SPRO -> Financial accounting (New) -> Financial accounting global settings (New) -> Ledgers -> Real-time integration of controlling with financial accounting -> Define variants for real-time integrationVariant for Real time integration COFI has already been created. Please note down for your reference the activated date, real time integration checkbox, account determination active status, document type, ledger assignment and Use checkboxes and its related selections

Step 2: Reference Assignment of Variant to your company code

Customization PathTo be noted

SPRO -> Financial accounting (New) -> Financial accounting global settings (New) -> Ledgers -> Real-time integration of controlling with financial accounting -> Assign variants for real-time integrationSince you have copied the N001 company during company code creation, hence your company code also will be assigned to COFI variant by default.

Step 3: Front end Activation of Real time integration User wise activationFront end Path / Transaction codeSteps

Transaction code FAGLCOFITRACEADMIN

Click Activate Trace and it will show a message - Real time integration with FI was activated. Once it is activated, it will trace the CO->FI related integrated postings and the relevant details user wise.

Step 4: Front end Exercise for Account determination without substitutionA) Pass a sample journal entry in FI:

Front end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Posting -> FB50 Enter GL documentPass a sample entry:

Debit 6003002003 GL with cost center

Credit 1031100832 Bank account and note down the amount and document number

B) Manual reposting of entry in CO from one cost center to another cost center.Front end Path / Transaction codeSteps

SAP Easy access -> Controlling -> Cost center accounting -> Actual postings -> Manual reposting of costs -> KB11N

Enter cost center (old), cost element and amount used in the above journal entry and enter the second cost center in cost center (new). Save. Note the document number

C) Check the posted CO document and identify its related FI document number (AB document type, hence 54*** series document number) in FB03 transaction code and view its accounting entry.Front end Path / Transaction codeTo be noted

SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Document -> FB03 Display

Note the Debit and credit entry GL account and its relevant CO assignment (It will be posted to 6900000005 GL account and not to its original GL/cost element 6003002003)

D) Viewing of trace log in FAGLCOFITRACEADMIN transaction code.Front end Path / Transaction codeSteps

Transaction code FAGLCOFITRACEADMIN Check the Display trace (free selection) and click controlling area and document number. Ensure to enter the controlling area document number

5) DOCUMENT SPLITTING:Step 1: Reference Check whether document splitting is active in your company code.Customization PathTo be noted

SPRO -> Financial accounting (New) -> General Ledger accounting -> Business Transactions -> Document splitting -> Activate document splittingCheck the second tab on the left side Deactivation per company code and ensure Inactive status checkbox should not be ticked.

Since your company code has been copied from N001 company code, its already been in active (i.e., Inactive checkbox not selected) by default.

Step 3: Front end Exercise.A) Copy Vendor from N001 company code and create it in your company code


SAP Easy access -> Accounting -> Financial accounting -> Accounts payable -> Master records -> FK01 createSince all the relevant details in general tab and company code tab has already been created for the vendor in N001 company code, as you are copying that vendor, time will be saved in recreating the vendor master.

B) Document Splitting Active splitting example Pass a vendor invoiceFront end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> Accounts payable -> Document entry -> FB60 invoice

Pass a sample entry

Debit Expense account along with cost center

Credit Vendor account. Post the document.

Ensure to check the relevant CO assignment in Entry view and GL view

C) Document Splitting Passive splitting example Pass a payment entry for the above vendor invoice.Front end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> Accounts payable -> Document entry -> Outgoing payment -> F-53 Post

Create and post vendor payment entry. Check the posted document and view its relevant CO assignment in Entry view and GL view

D) Document Splitting Zero balance clearing example Pass a transfer journal entry by debiting and crediting to different cost centers.Front end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Posting -> FB50 Enter GL document

Debit to 6003002001 GL with one cost center and Credit to 6003002003 GL with another cost center. Post the document and check the CO assignment and zero balance clearing GL account in Entry and GL view respectively.

E) Document Splitting Error handling situation 1:Front end Path / Transaction codeTo be noted


Error handling situation1 - Debit to main bank account 1031100840 and credit to incoming bank account 1031100841.

Note down the error message and identify the reason for error.

F) Document Splitting Error handling situation 2:

Front end Path / Transaction codeTo be noted


Error handling situation 2 - Debit to expense and credit to cash in FB50 using IG doc type


G) Document Splitting Error handling situation 3:


SAP Easy access -> Accounting -> Financial accounting -> Accounts payable -> Document entry -> F-42 without clearing

Error handling situation 3 - Vendor balance transfer - one vendor to another vendor in F-41


6) PARALLEL LEDGER CONCEPT:Step 1: Reference Assignment of Chart of Depreciation to your company code


SPRO -> Asset accounting -> Organizational structures -> Assign chart of depreciation to company code

Since you have copied the N001 company during company code creation, hence your company code also will be assigned to Chart of Depreciation N001. (Ensure not to change this setting)

Step 2: Customization Specify number assignment across company codes


SPRO -> Asset accounting -> Organizational structures -> Specify number assignment across company codesAssign the same company code number as its number - Example for N001, its number assignment is N001. Similarly for your N1xx company code, mention the same number assignment as N1xx equivalent to your company code.

Step 3: Customization Creation of asset master number range for your company codeCustomization PathSteps

SPRO -> Asset accounting -> Organizational structures -> Asset classes -> Define number range intervalCopy number range from N001 company code.

Step 4: Reference Check for parallel ledger assignment for depreciation area


SPRO -> Asset accounting -> Valuation -> Depreciation Areas -> Define depreciation areasNote the parallel ledger assignment for 01, 60 and 61 depreciation areas (Ensure not to change this customization setting)

Step 5: Front end - Exercise

A) Creation of asset master:


SAP Easy access -> Accounting -> Financial accounting -> Fixed Assets -> Asset -> Create -> AS01 assetCopy the asset number from N001 and use asset class N200 and create a new asset master in your company code.

B) Pass an asset acquisition entry


SAP Easy access -> Accounting -> Financial accounting -> Fixed Assets -> Posting -> Acquisition -> External Acquisition -> F-90 with VendorPass an asset acquisition entry:

Doc date: 01.04.2008 & Posting date: 01.04.2008

Debit Asset account with INR 20,000 (transaction type as 100)

Credit Vendor account with INR 20,000

C) Pass a retirement entry with revenue:Front end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> Fixed Assets -> Posting -> Retirement -> Retirement w/revenue -> ABAON Asset sale without customerIn the first tab, enter doc date, posting date and value date as 31.03.2009 and enter revenue as INR 17,000 and in the third tab, enter percentage rate as 100% and select related to current year acquisition. Simulate and Post the document.

D) Post Depreciation:Front end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> Fixed Assets -> Periodic processing -> Depreciation run -> AFAB executePost depreciation Enter your company code, period as 12 and fiscal year as 2008. Select unplanned depreciation. First check in test run and then in update run.

E) Check the Asset details in Asset ExplorerFront end Path / Transaction codeTo be noted

SAP Easy access -> Accounting -> Financial accounting -> Fixed Assets -> Asset -> AW01N - Asset explorerEnter the relevant asset number and company code and check the gain or loss account in 01, 60 depreciation areas and double click the 61 depreciation area entry and check the accounting entry.

F) Check the asset cost and accumulated depreciation GL account balance in FAGLL03 transaction code for both the ledgers


SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Account -> FAGLL03 - Display / Change items (New)First check both the balance in 0L leading ledger and then check in N1 ledger (by selecting or changing Choose ledger)

7) SEGMENT REPORTING:Step 1: Reference View segment assignment in profit center


SAP Easy access -> Accounting -> Controlling -> Profit center accounting -> Master Data -> Profit center -> Individual processing -> KE53 DisplayView Segment assignment in profit center master

Step 2: Front end Extracting / Viewing segment related reportsFront end Path / Transaction codeTo be noted

1) SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Account -> FAGLL03 - Display / Change items (New)

2) SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Information system -> General Ledger reports (New) -> Financial statement / Cash flow -> General -> Actual / Actual comparisons -> S_PL0_86000028 - financial statement Actual/Actual comparison. (Put FSV as N001)Viewing of segment related entries and balances.

8) NEW GL ASSESSMENT (ALLOCATIONS):

Step 1: Front end Pass a sample journal entry:


SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Posting -> FB50 Enter GL documentPass a sample journal entry:Debit Prepaid Rent account 1042501002 with N00010 DUMMY profit center

Credit Outgoing bank account 1031100832

Step 2: Customization/Front end Creation of new assessment / allocation structure


SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Periodic processing -> Closing -> Allocation -> Actual Assessment -> FAGLGA11 CreateCopy the existing allocation structure and create a new allocation structure (naming convention N1xx where xx represents the sequential series allocated) and change the company code to your company code. Ensure to check the sender GL account as 1042501002 and profit center as N00010 and receiver profit center as N00004.

Step 3: Front end Execution of Assessment cycleFront end Path / Transaction codeSteps

SAP Easy access -> Accounting -> Financial accounting -> General Ledger -> Periodic processing -> Closing -> Allocation -> Actual Assessment -> FAGLGA15 ExecuteExecution of assessment cycle. First check in test run and if there is no error, then execute in update run by removing the checkbox for Test run