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General Ledger

Business Process Documentation


Contents
1 Purpose.................................................................................................................................. 5
2 Prerequisites.......................................................................................................................... 5
2.1 Master Data..................................................................................................................... 5
2.2 Roles............................................................................................................................... 5
3 Process Overview Table......................................................................................................... 6
Process !teps........................................................................................................................ "
.1 Postin# $eneral %e&#er 'ccount Documents.................................................................."
.2 Displa(in# a Document................................................................................................... )
.3 Displa(in# an& *+an#in# %ine ,tems............................................................................. 11
. Displa(in# Balances...................................................................................................... 12
.5 Displa(in# t+e *ompact Document -ournal...................................................................1
.6 Displa(in# t+e Document -ournal.................................................................................. 15
." Displa(in# $.% Balances /%ist0...................................................................................... 16
.1 Reversin# a Document.................................................................................................. 1)
.1.1 Reversin# a Document 2 ,n&ivi&ual Reversal.........................................................1)
.1.2 Reversin# a Document 2 Mass Reversal...............................................................23
.) Recurrin# 4ntries........................................................................................................... 21
.13 %ist o5 Recurrin# 4ntr( Ori#inal Documents...............................................................2
.11 *arr(in# out Recurrin# 4ntries................................................................................... 25
.12 'ccount Maintenance6 'utomatic *learin#................................................................2"
.13 'ccount Maintenance6 Manual *learin#....................................................................21
5 'ppen&i7.............................................................................................................................. 33
5.1 Reversal o5 Process !teps............................................................................................ 33
General Ledger
1 Purpose
T+e central tas8 o5 $.% accountin# is to provi&e a compre+ensive picture o5 e7ternal accountin#
an& accounts. Recor&in# all business transactions /primar( postin#s as well as settlements 5rom
internal accountin#0 in a so5tware s(stem t+at is 5ull( inte#rate& wit+ all t+e ot+er operational
areas o5 a compan( ensures t+at t+e accountin# &ata is alwa(s complete an& accurate.
T+e !'P 9, $eneral %e&#er 'ccountin# +as t+e 5ollowin# 5eatures6
9ree c+oice o5 level6 corporate #roup or compan(
'utomatic an& simultaneous postin# o5 all sub:le&#er items in t+e appropriate $eneral
%e&#er 'ccountin# accounts /reconciliation accounts0
!imultaneous up&atin# o5 $eneral %e&#er 'ccountin# an& cost accountin# areas
Real:time evaluation o5 an& reportin# on current accountin# &ata; in t+e 5orm o5 account
&ispla(s; 5inancial statements wit+ &i55erent 5inancial statement versions an& a&&itional
anal(ses.
4ssentiall(; t+e $eneral %e&#er 'ccountin# serves as a complete recor& o5 all business
transactions. ,t is t+e centrali<e&; up:to:&ate re5erence 5or t+e ren&erin# o5 accounts. 'ctual
in&ivi&ual transactions can be c+ec8e& at an( time in real:time processin# b( &ispla(in# t+e
ori#inal &ocuments; line items; an& transaction 5i#ures at various levels suc+ as6
'ccount in5ormation
-ournals
Totals.transaction 5i#ures
Balance s+eet.pro5it an& loss evaluations
2 Prerequisites
2.1 Master Data
SAP Best Practices Standard Values
' ran#e o5 in&ispensable master an& or#ani<ational &ata was create& in (our 4RP s(stem in t+e
implementation p+ase; suc+ as t+e &ata t+at re5lects t+e or#ani<ational structure o5 (our
compan(; as well as master &ata t+at suits its operational 5ocus; 5or e7ample; master &ata 5or
materials; ven&ors; an& customers.
T+is master &ata usuall( consists o5 stan&ar&i<e& !'P Best Practices &e5ault values an&
enables (ou to #o t+rou#+ t+e process steps o5 t+is scenario.
=se t+e 5ollowin# master &ata in t+e process steps &escribe& in t+is &ocument6
All
Master Data Value Selection Comment
*ost *enter > 'll *+oose all cost centers
2.2 Roles
se
T+e 5ollowin# roles must +ave alrea&( been installe& to test t+is scenario in t+e !'P ?e@eaver
Business *lient /?@B*0. T+e roles in t+is Business Process Documentation must be assi#ne&
to t+e user or users testin# t+is scenario. Aou onl( nee& t+ese roles i5 (ou are usin# t+e ?@B*
inter5ace. Aou &o not nee& t+ese roles i5 (ou are usin# t+e stan&ar& !'P $=,.
Prerequisites
T+e business roles +ave been assi#ne& to t+e user w+o is testin# t+is scenario.
Business Role Details Acti!it" #ransaction
!'PB?BPRB4MP%OA4
4B!
4mplo(ee /Pro5essional =ser0 'ssi#nment
o5 t+is role
is
necessar(
5or basic
5unctionalit(.
!'PB?BPRB9,?'**B! $eneral %e&#er 'ccountant 9B53
9B33
9'$%%33
9'$%B33
!B'%RB1"31221
)
!B'%RB1"31221
"
!BP%3B16333333
9B31
9.13
9:33
!'PB?BPRB9,?'**B
M
9inance Mana#er 9.13
9BD1
9.15
9.1
$ Process %!er!ie& #a'le
Process step ()ternal
process
re*erence
Business
condition
Business
role
#ransaction
code
()pected
results
Posting
General Ledger
Account
Documents
$eneral
%e&#er
'ccountant
9B53
Displa"ing a
Document
$eneral
%e&#er
'ccountant
9B33
Displa"ing and
C+anging Line
,tems
$eneral
%e&#er
'ccountant
9'$%%33
Process step ()ternal
process
re*erence
Business
condition
Business
role
#ransaction
code
()pected
results
Displa"
Balances
$eneral
%e&#er
'ccountant
9'$%B33
Displa"ing t+e
Compact
Document
-ournal
$eneral
%e&#er
'ccountant
!B'%RB
1"31221)
Displa"ing t+e
Document
-ournal
$eneral
%e&#er
'ccountant
!B'%RB
1"31221"
Displa"ing G.L
Balances /List0
$eneral
%e&#er
'ccountant
!BP%3B
16333333
Re!ersing a
Document
$eneral
%e&#er
'ccountant
9B31
Re!ersing a
Document 1
Mass Re!ersal
9inance
Mana#er
9.13
Processing a
Recurring
(ntr"
Document
9inance
Mana#er
9BD1
List o*
Recurring
(ntr" %riginal
Documents
9inance
Mana#er
9.15
Carr"ing %ut
Recurring
(ntries
9inance
Mana#er
9.1
Account
Maintenance2
Automatic
Clearing
$eneral
%e&#er
'ccountant
9.13
Account
Maintenance2
Manual
Clearing
$eneral
%e&#er
'ccountant
9:33
3 Process Steps
3.1 Posting General Ledger Account Documents
se
Aou receive $.% account &ocuments t+at +ave to be poste& manuall( in t+e !'P s(stem.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Document Entry Enter G/L Account Document
#ransaction code 9B53
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger Posting Posting Post G/L Account
Document
2. ,5 a &ialo# bo7 appears; enter t+e 5ollowin# &ata i5 it is not alrea&( been &e5aulte& b( t+e
s(stem6
6ield name Description ser action and !alues Comment
Company Code
1000
3. *+oose Enter.
To c+an#e t+e compan( co&e; c+oose Edit Change Company Code.
. On t+e Enter G/L Account Document: Company Code 1000: screen; ma8e t+e 5ollowin#
entries6
6ield name Description ser action and !alues Comment
Document Date
<current data>
5or e7ample to&a(
Posting Date
<current data>
5or e7ample to&a(
Currency
PHP
5or e7ample PCP 5or
&omestic currenc(
5. 4nter t+e 5ollowin# &ata 5or t+e 5irst line item6
6ield name Description ser action and !alues Comment
G/L Account
<G/L account number>
5or e7ample 63323
D/C
Debit
Amount in
Document Currency
<amount>
5or e7ample 1133
a! Code
<input tax code>
5or e7ample ,1
Cost Center
<cost center number>
5or e7ample *ost
*enter 1131
T+e cost center is onl( nee&e&; i5 t+e $.% account number is a cost element.
6. 4nter t+e 5ollowin# &ata 5or t+e ot+er line items6
6ield name Description ser action and !alues Comment
G/L Account
<G/L account number>
5or e7ample 133333
D/C
Credit
Amount in
Document
Currency
*
'mount 5rom t+e last
step or enter D > E
"alue Date
<current data>
5or e7ample to&a(
T+e value &ate is onl( nee&e&; i5 t+e $.% account is a ban8 account wit+ Falue Date
man&ator(.
". *+oose t+e Details tab pa#e an& ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Calculate ta! *+oose t+e *alculate ta7
in&icator
1. To c+ec8 t+e &ocument be5ore it is poste&; c+oose #imulate $F%&. T+is enables (ou to
&ispla( t+e &ocument; inclu&in# t+e input ta7 to be poste&; an& to correct it i5 necessar(.
*on5irm an( messa#es t+at appear wit+ Enter.
). To post t+e &ocument c+oose Post $Ctrl'#&.
13. ,n t+e lower area o5 t+e screen; t+e s(stem outputs t+e messa#e Document !!!!! (as
posted in company code yyyy; w+ere 77777 is t+e sequential &ocument number assi#ne& b(
t+e s(stem.
11. Ma8e a note o5 t+e &ocument number.
12. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e $eneral %e&#er account &ocument is poste&. T+e s(stem +as automaticall( a&&e& t+e ,nput
ta7 account.
()ample
G.L Account ,nput #a) Cost Center Date
63323 ,1 1131 Dcurrent &ataE
135333 ,1
G.L Account Value Date
133333 Dcurrent &ataE
3.2 Displa"ing a Document
se
' sin#le &ocument can be &ispla(e&.
Prerequisites
Be5ore (ou can start wit+ t+is #eneral business processes (ou +ave to post some &ocuments.
Procedure
T+e 5ollowin# proce&ure &escribes +ow to &ispla( a &ocument.
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Document Display
#ransaction code 9B33
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing Display Document
2. 4nter t+e 5ollowin# &ata6
6ield name Description ser action and !alues Comment
Document
/um0er
XXXXXXXXX
4nter t+e number o5 &ocument
(ou ma&e a note o5 earlier.
Company
Code
1000
Fiscal -ear
<year of te
postin! document>
3. *+oose Enter.
On t+e screen t+at 5ollows; t+e poste& &ocument is &ispla(e& in t+e &ocument overview
alon# wit+ all t+e &ocument +ea&er in5ormation /suc+ as t+e &ocument number; postin# &ate;
invoice &ate; an& t+e in&ivi&ual postin# lines0 inclu&in# t+e input ta7 line; w+ic+ is poste&
automaticall(.
. Double:clic8 one o5 t+e postin# lines /or c+oose t+e magni,ying glass icon0 to &ispla( t+e
&etails 5or t+at postin# line.
5. Aou can t+en c+oose Display Change /Ctrl'F10 to switc+ to t+e c+an#e mo&e an& c+an#e
certain &etails in t+e &ocument; suc+ as t+e terms o5 pa(ment.
Aou cannot c+an#e accounts; amounts; ta7 amounts; or ta7 co&es. ,5 (ou #et an
error re#ar&in# t+ese &ocument contents a5ter postin# t+e &ocument; (ou +ave to
reverse it.
T+e transaction starts wit+ t+e Display Document: Data Entry "ie( screen. @it+
$eneral %e&#er Fiew /*trlG9)0 (ou can switc+ to t+e $eneral %e&#er Fiew o5 t+e
&ocument. T+is is necessar( 5or t+e &ispla( o5 results o5 &ocument split. @it+ 4ntr(
Fiew /*trlG9130 (ou can switc+ bac8.
T+e $eneral %e&#er Fiew is not in t+e scope o5 la(er 3. T+e $eneral %e&#er is onl(
use&; i5 (ou +ave installe& t+e 'ctivate Document !plittin#.
,5 (ou want to &ispla( t+e results o5 t+e &ocument split; t+e stan&ar& la(out +as to be
c+an#e& usin# t+e ri#+t part o5 t+e *+oose %a(out icon . *+oose Change Layout
/#hi,t'C0.
' &ialo# bo7 appears.
*+oose t+e a&&itional 5iel& /5or e7ample; !e#ment0 5rom t+e column Ci&&en
*olumns; c+oose t+e position; (ou want to move it; in t+e column Displayed
Columns an& move it usin# t+e le5t arrow button in t+e mi&&le o5 t+e &ialo# bo7.
,n &ocument
$eneral in5ormation re#ar&in# t+e %ist Fiewer a&aptation can be 5oun& via End 1ser
Docu.
,n case o5 a reverse& &ocument /see below 2e3ersing a Document0 t+e &ocument
+ea&er /950 o5 a reversal &ocument contains t+e number o5 t+e reverse& &ocument.
T+e &ocument +ea&er /950 o5 t+e ori#inal &ocument contains t+e number o5 t+e
reversal &ocument an& t+e reversal reason.
6. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e &ocument is &ispla(e&.
3.$ Displa"ing and C+anging Line ,tems
se
Displa(in# an& c+an#in# line items in a $eneral %e&#er account.
Prerequisites
%ine la(out variants; totals variants; an& selection 5iel&s +ave been maintaine& in *ustomi<in#.
Procedure
T+e 5ollowin# proce&ure &escribes +ow to &ispla( a &ocument.
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Account Display / Change 4tems $/e(&
#ransaction code 9'$%%33
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing G/L Account Line
4tems
2. On t+e G/L Account Line 4tem Display G/L "ie( screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
G/L account
<GL account number>
5or e7ample 133333
Company Code
1000
All 4tems
<coose>
3. *+oose E!ecute $F5&.
,5 (ou c+oose All 4tems; t+e s(stem &ispla(s all t+e account items. Aou can also c+oose to
&ispla( onl( open items or cleare& items. Procee& as 5ollows to c+an#e t+e &ocument6
. *+oose t+e line item (ou want to c+an#e b( clic8in# t+e bo7 at t+e start o5 t+e row.
5. *+oose Change Document /pencil icon0.
6. On t+e Change Document: Line 4tem 6num0er7 screen; ma8e t+e require& c+an#es to t+e
line item. ?ote t+at (ou cannot c+an#e all o5 t+e 5iel&s. 9or e7ample; (ou cannot c+an#e
a&&itional account assi#nments or t+e amount.
". *+oose #a3e.
1. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e line items o5 an account +ave been &ispla(e& . c+an#e&.
,nstea& o5 switc+in# to t+e entr( view; (ou mi#+t want to &ispla( . c+an#e line items
belon#in# to a speci5ic le&#er. Choose Ledger allows selectin# &i55erent $.%:%e&#ers
an& lea&s to t+e creation o5 a list; w+ic+ contains t+e respective line items.
Custom #elections allows selection b( a&&itional criteria.
Aou cannot c+an#e accounts; amounts; ta7 amounts; or ta7 co&es. ,5 (ou #et an
error re#ar&in# t+ese &ocument contents a5ter postin# t+e &ocument; (ou +ave to
reverse it.
3.3 Displa"ing Balances
se
$eneral %e&#er account balances are reporte&.
Prerequisites
T+e $eneral %e&#er account contains items.
Procedure
T+e 5ollowin# proce&ure &escribes +ow to &ispla( a &ocument.
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Account Display )alances$/e(&
#ransaction code 9'$%B33
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing
2. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06 *+oose t+e necessar( #earch Criteria:
6ield name Description ser action and !alues Comment
G/L Account:
<GL account number>
5or e7ample 133333
Company Code:
1000
2econ account ,or
acct type:
8ar*ed ,or deletion:
)loc*ed ,or posting:
3. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06 *+oose Apply. Mar8 t+e require& row
/account0 an& c+oose Display G/L Account )alances. 4nter 5iscal (ear an& c+oose E!ecute
$F5&.
. !'P $rap+ical =ser ,nter5ace /!'P $=,06
On t+e G/L Account )alance Display screen; enter t+e require& &ata.
6ield name Description ser action and !alues Comment
G/L Account
<G/L "ccount>
5or e7ample 133333
Company Code
1000
Fiscal -ear
<fisca# year>
5or e7ample current
(ear
5. !'P $rap+ical =ser ,nter5ace /!'P $=,06 *+oose E!ecute $F5&.
6. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e balances 5or ever( perio& in t+e (ear are &ispla(e&.
To s+ow t+e sin#le &ocument entries o5 a perio&; c+oose t+e balance 5iel& o5 t+e
perio& (ou want to &ispla( b( &ouble:clic8in#.
To s+ow all t+e &ocuments o5 t+e (ear; c+oose t+e total balance 5iel& b( &ouble:
clic8in#.
3.7 Displa"ing t+e Compact Document -ournal
se
T+e compact &ocument Hournal &ispla(s t+e most important &ata 5rom t+e &ocument +ea&ers an&
items in t+e 5orm o5 a table 5or t+e &ocuments selecte&. T+e list can be use& as a compact
Hournal an& 5or reconciliation wit+ t+e account balances /accountin# reconciliation0.
Prerequisites
Documents +ave been poste& 5or t+e selecte& perio&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger 4n,ormation #ystem General Ledger 2eports
$/e(& Document General Compact Document 9ournal
#ransaction code !B'%RB1"31221)
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger Periodic Processing 2eporting Compact
Document 9ournal
2. On t+e Compact Document 9ournal screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Company Code
1000
Fiscal -ear
<fisca# year>
5or e7ample current (ear
Ledger
<b#an$> or
0L
*+oose t+e %e&#er (ou
are intereste& inI i5 not+in#
is entere&; t+e &ocuments
belon#in# to t+e lea&in#
le&#er is s+own.
General
Selections
2e,erence
/um0er
,5 require&; enter t+e
speci5ie& re5erence
&ocument numbers.
6urt+er
selections
#tandard
Documents
<coose>
3. *+oose E!ecute $F5&.
. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
' separate list is create& 5or eac+ &ocument status /stan&ar& &ocuments; recurrin# entr( ori#inal
&ocuments; sample &ocuments; statistical &ocuments &epen&in# on w+at (ou +ave selecte& as
5urt+er selections0. T+e &ocument status is in&icate& in t+e list +ea&er.
Totals lists b( eac+ perio& are create& separatel( at t+e en& o5 t+e compact &ocument Hournal.
3.8 Displa"ing t+e Document -ournal
se
T+e &ocument Hournal is create& once ever( mont+ an& contains all t+e &ocument postin#s 5or a
particular postin# perio&. ,t can be printe& on paper wit+ an o55icial notarial stamp. T+e &ocument
Hournal contains t+e most important &ata 5rom t+e &ocument +ea&er an& &ocument items.
Prerequisites
Documents +ave been poste& 5or t+e selecte& perio&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger 4n,ormation #ystem General Ledger 2eports
$/e(& Document General Document 9ournal
#ransaction code !B'%RB1"31221"
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger Periodic Processing 2eporting Document
9ournal
2. On t+e Document 9ournal screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Company Code
1000
Fiscal -ear
<fisca# year>
5or e7ample current
(ear
Ledger
<b#an$> or
0L
*+oose t+e %e&#er (ou
are intereste& inI i5
not+in# is entere&; t+e
&ocuments belon#in#
to t+e lea&in# le&#er
are s+own.
General Selections
Posting Date
From : o
01%01%&' ( )1%1*%&'
9A J 5iscal (ear
/5or e7ample0
2e,erence /um0er > ,5 require&; enter
speci5ie& re5erence
&ocument numbers.
6urt+er Selections
G/L Account
<G/L account>
to
<G/L account>
,5 require&; enter t+e
account number/s0 to
be reporte&.
Controlling t+e
Program 6lo&
est run
%utput Control2 List
Line 4tem Pages
;nly

3. *+oose E!ecute $F5&.


Test Run6
T+is option controls w+et+er a &atabase table; w+ere balances are store&; s+oul& be
up&ate& or not. 9or &etaile& in5ormation please re5er to t+e &ocumentation o5 t+e
report.
,5 est run is active; t+e s(stem onl( #enerates a lo#. Data is neit+er up&ate& nor
c+an#e& in t+e mentione& &atabase table.
,5 est run is not activate&; t+e s(stem up&ates t+e &ata in t+e &atabase.
Depen&in# on selections o5 t+e output control; 5or e7ample; &i55erent levels o5 &etail
an& summation; consecutive numberin# o5 line items; or output o5 t+e alternative
account number instea& o5 t+e number speci5ie& in t+e &ocument can be ac+ieve&.
9or &etails re5er to t+e pro#ram &ocumentation /#hi,t'F10
,5 t+e &ocument Hournal +as multiple selection active as &e5ault6 t+is is not possible
5or compan( co&e; 5iscal (ear an& postin# &ate.
,n t+is case a warnin# messa#e
DOnl( one interval possible 5or postin# &ateI ot+ers are i#nore&E is create&.
*+oose Enter. 'not+er warnin# is create&6
D47actl( one 5iscal (ear must be speci5ie&E
*+oose Enter.
Result
' list is create& on t+e basis o5 t+e parameters entere& on t+e selection screen.
T+e postin# 8e( an&; w+ere appropriate; t+e special $.% in&icator is printe& 5or eac+ &ocument
item.
3.9 Displa"ing G.L Balances /List0
se
T+e list allows evaluatin# $.% 'ccounts wit+ all 8e( elements o5 t+e $eneral %e&#er 'ccountin#;
5or e7ample; $.% 'ccount; /i5 special optional buil&in# bloc8s are installe&6 Pro5it *enter an&
!e#ment0. ,t allows t+e variation o5 t+e appearance on t+e screen an& t+e brea8&own concernin#
a&&itional elements.
T+e list s+ows : beneat+ account &escription an& t+e 8e(s o5 t+e selecte& elements t+e balance
carr( 5orwar& 5rom t+e previous (ear an& previous perio&s; &ebit an& cre&it totals o5 t+e reportin#
perio&s an& t+e 5inal balance o5 t+e elements selecte&.
Di55erent 5rom t+e appearance in transaction 9'$%B33 /Displa( Balances; see above0 (ou can
wit+ t+is transaction ac+ieve a visuali<ation o5 sin#le or multiple accounts 5or t+e selecte& perio&
an& t+e relevant or#ani<ational units.
,5 t+e optional buil&in# bloc8s are installe& (ou are able to create; 5or e7ample; a list o5 $.%
'ccount balances 5or one !e#ment or one Pro5it *enter.
Prerequisites
Documents +ave been poste& 5or t+e selecte& perio&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger 4n,ormation #ystem General Ledger 2eports
$/e(& Account )alances General G/L Account
)alances G/L Account )alances $/e(&
#ransaction code !BP%3B16333333
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger 2eporting G/L Accounts G/L Account
)alances $/e(&
2. On t+e #election: G/L Account:)alances screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
General
Selections
Currency ype
10
*ompan( co&e currenc(
Company Code
1000
Pro,it Center ,5 require& c+oose a Pro5it
*enter w+ic+ was poste&.
#egment ,5 require& c+oose a
!e#ment w+ic+ was
poste&.
Report Selections
Ledger
0L
*+oose t+e lea&in# le&#er
/3%0 or anot+er %e&#er
&e5ine& b( (oursel5.
*+oose via input +elp /90.
Fiscal -ear
<fisca# year>
5or e7ample current (ear
From Period
<from period>
5or e7ample 31I
,5 require&; c+oose anot+er
perio& 5or t+e start o5 t+e
selection.
o Period
<to period>
5or e7ample 12I
,5 require&; c+oose anot+er
perio& 5or t+e en& o5 t+e
selection.
%utput #"pe
Classic drilldo(n
report
X
Mar8 t+is option.
3. *+oose E!ecute $F5&.
. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e result o5 t+e selection is s+own as a *lassic Drill&own Report; t+e appearance o5 w+ic+ (ou
can var(.
On t+e &ispla( screen c+oose #ettings Characteristic display /ame and *ey to &ispla( t+e
account number ne7t to t+e account &escription.
,5 (ou use t+e Pro5it *enter in ?ew$%
To c+an#e t+e brea8&own /5or e7ample; to pro5it center0 c+oose /a3igate #(itch
0rea*do(n Pro,it center.
's an alternative 5or t+e classic &rill&own report; t+e pro#ram o55ers a #rap+ical
report output or an obHect list. To use t+is 5unctionalit(; c+oose t+e respective option
on t+e selection screen.
To c+oose b( a&&itional criteria o5 t+e $eneral %e&#er 5rom t+e $.% Master Recor&;
c+oose Dynamic #elections $#hi,t'F<&; cop( t+e selecte& criteria to t+e selection
screen an& enter t+e selection t+ere. T+ese selections are consi&ere& w+en
e7ecutin# t+e pro#ram /F50.
,5 (ou e7ecute t+e $.% account:balances view; a &ialo# bo7 appears wit+ t+e
messa#e6
DDo (ou want to save t+e &ata 5irstKE
,5 (ou sa( D(esE; t+e report was save& wit+ t+e &ata o5 t+e list.
B( t+e ne7t start o5 t+e list; a messa#e appears an& (ou can c+oose; i5 (ou want to
ma8e a new selection or i5 (ou want to &ispla( t+e save& list.
3.: Re!ersing a Document
se
T+is scenario &escribes t+e proce&ure 5or reversin# 9, &ocuments. Durin# t+is process; t+e
s(stem #enerates accountin# &ocuments; a&&s in5ormation to e7istin# &ocuments an& up&ates
t+e transaction 5i#ures in t+e a55ecte& le&#ers.
T+e 5ollowin# t(pes o5 reversal are supporte& b( t+e s(stem6
,n&ivi&ual reversal
Mass reversal
Prerequisites
9,:Documents are poste& an& +ave to be reverse&.
3.:.1 Re!ersing a Document 1 ,ndi!idual Re!ersal
se
Aou can reverse a &ocument t+at +as been create& in 9inancial 'ccountin#.
Prerequisites
Documents +ave been poste&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Document 2e3erse 4ndi3idual 2e3ersal
#ransaction code 9B31
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing Display G/L Account
4tems
2. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06 *+oose t+e necessar( #earch Criteria6
6ield name Description ser action and !alues Comment
G/L Account:
<GL account number>
Company Code:
1000
2econ account ,or
acct type:
8ar*ed ,or deletion:
)loc*ed ,or posting:
3. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
*+oose Apply.
. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
Mar8 t+e require& row /&ocument number0 an& c+oose 2e3erse Document.
5. On t+e 2e3erse Document: .eader Data screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Document /um0er
7777777777
4nter &ocument
number.
Company Code
1000
Fiscal -ear
<current year>
5or e7ample 2312
2e3ersal 2eason
*or e)ample 01
Reversal in current
perio&.
6. Post /Ctrl'#0 t+e reverse &ocument.
,5 (ou &o not enter a postin# &ate; t+e &ocument is poste& un&er to&a(Ls &ate.
". Aou can use t+e searc+ +elp 5unction to 5in& t+e number o5 t+e &ocument to be reverse& i5
(ou +ave 5or#otten it. To &o t+is; c+oose Create Document List/Find Documents /F=0.
1. Aou can &ispla( t+e &ocument a#ain to c+ec8 it be5ore (ou reverse it. To &o so; c+oose
Display 0e,ore 2e3ersal /F>0.
). *+oose Post $Ctrl'#& to post t+e reversal &ocument.
T+e s(stem &ispla(s t+e messa#e Document !!!!!!!!!! (as posted in company code
1000.
13. Ma8e a note o5 t+e &ocument number.
?ote t+at a &ocument t+at +as been reverse& cannot be reverse& a secon& time.
11. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
@+en (ou post t+e reversal; t+e s(stem reverses t+e source &ocument. T+e selection o5 t+e
reversal reason allows (ou to #ive t+e transaction 5i#ures /5ollowin# t+e reversal0 t+e status t+e(
woul& +ave +a& wit+out postin# t+e reverse& &ocument an& its reversal &ocument. T+is t(pe o5
reversal is calle& a ne#ative postin#.
3.:.2 Re!ersing a Document 1 Mass Re!ersal
se
Aou can reverse several &ocuments t+at +ave been create& in 9inancial 'ccountin#.
Prerequisites
Documents +ave been poste&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Document 2e3erse 8ass 2e3ersal
#ransaction code 9.13
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role 9inance Mana#er
/!'PB?BPRB9,?'**BM0
Business role menu General Ledger Posting Posting 8ass 2e3ersal o,
Documents
2. On t+e 8ass 2e3ersal o, Documents: 4nitial #creen; enter t+e 5ollowin# &ata; 5or e7ample; in
or&er to c+oose t+e &ocuments (ou want to reverse.
6ield name Description ser action and !alues Comment
Company Code
1000
Document /um0er
<document number>
4nter &ocument number
5rom
to
<document number>
4nter &ocument number to
/onl(; i5 t+e complete ran#e
o5 &ocuments +ave to be
reverse&
Fiscal -ear
<fisca# year of te
documents>
5or e7ample current (ear
2eason ,or
re3ersal
01
5or e7ample
normall( t+e reversal
reason 31 is use&; to
reverse t+e &ocument in
t+e same perio&
est 2un
<coose>
c+oose 5irst; i5 (ou want to
c+ec8 an& t+en &eselect to
reverse t+e &ocument/s0
3. *+oose E!ecute $F5&. ,5 (ou c+oose t+e est 2un c+ec8bo7; t+e s(stem 5irst c+ec8s w+et+er
t+e &ocument can be reverse&; be5ore it actuall( carries out t+e reversal process.
. *+oose 2e3erse Documents to tri##er t+e reversal process in t+e s(stem.
,5 several &ocuments +ave to be reverse&; w+ic+ are not in a ran#e; c+oose onl(
multiple selection in t+e &ocument number line an& enter t+e sin#le values o5 t+e
&ocument numbers t+at +ave to be reverse&.
Result
,5 (ou &o not c+oose t+e option est 2un; t+e s(stem reverses t+e source &ocuments. T+e
selection o5 t+e reversal reason allows (ou to #ive t+e transaction 5i#ures /5ollowin# t+e reversal0
t+e status t+e( woul& +ave +a& wit+out postin# t+e reverse& &ocument an& its reversal
&ocument. T+is t(pe o5 reversal is calle& a ne#ative postin#.
3.; Recurring (ntries
se
T+is 5unctionalit( supports postin#s w+ic+ can perio&icall( be create& on a re#ular basis.
Recurrin# entries are similar to stan&in# or&ers wit+ ban8s 5or &ebitin# rent; contribution
pa(ments; or loan repa(ments &irectl(. T+e postin#s are &one b( t+e recurrin# entr( pro#ram on
basis o5 t+e recurrin# entr( &ocuments.
,n t+e area o5 $.% accountin# recurrin# entries can be use& 5or e7ample 5or perio&ic postin# o5
&e5errals an& accruals; i5 t+ere are 5i7e& amounts to be poste&.
T+e 5ollowin# &ata o5 a recurrin# entr( &ocument remain unc+an#e&6
Postin# 8e(
'ccount
'mounts
Aou enter t+ese &ata; w+ic+ onl( c+an#e occasionall(; in a recurrin# entr( &ocument. T+is
&ocument &oes not result in transaction 5i#ures bein# up&ate&. T+e recurrin# entr( pro#ram uses
t+is &ocument to create accountin# &ocuments.
Prerequisites
,5 (ou want to use t+is met+o&; (ou +ave to enter a recurrin# entr( &ocument; w+ic+ t+e s(stem
uses as a re5erence. T+e recurrin# entr( &ocument is not an accountin# &ocument an&;
t+ere5ore; &oes not a55ect t+e account 5i#ures.
Process 6lo&
4nter t+e recurrin# entr( &ocument.
T+e !'P9123 pro#ram uses t+e recurrin# entr( &ocuments to create t+e accountin#
&ocuments. Aou +ave to start t+e pro#ram at re#ular intervals. ,t c+ec8s eac+ recurrin# entr(
&ocument to &etermine w+et+er a &ocument must be create&.
Run t+e batc+ input session.
Recurrin# entries must be c+ec8e& a#ain &urin# (ear:en& closin#.
Result
,5 t+e &ate on w+ic+ t+e process is ne7t &ue to be carrie& out; w+ic+ is store& in t+e recurrin#
entr( &ocument; matc+es t+e &ate 5or t+e calculation perio&; or is wit+in t+e speci5ie& ran#e; t+e
pro#ram trans5ers t+e postin# &ata to t+e speci5ie& batc+ input session. ,n eac+ pro#ram run;
onl( one accountin# &ocument is create& 5or eac+ recurrin# entr( &ocument; so a ver( lon#
calculation perio& &oes not result in an( more t+an one accountin# &ocument.
Processing a Recurring (ntr" Document
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Document Entry 2e,erence Documents 2ecurring
Document
#ransaction code 9BD1
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role 9inance Mana#er
/!'PB?BPRB9,?'**BM0
Business role menu General Ledger Posting 2ecurring Documents Enter
2ecurring Entry
2. On t+e Enter 2ecurring Entry: .eader Data screen; enter t+e 5ollowin# &ata6
6ield name Description ser action and !alues Comment
Company Code
1000
*ompan( *o&e 1333
Recurring (ntr"
Run
First 2un ;n
<date of te first
run>
!peci5ies w+en t+e
recurrin# entr( &ocument
is to be poste& 5or t+e 5irst
time.
Last 2un ;n
<date of te #ast
run>
!peci5ies w+en t+e
recurrin# entr( &ocument
is to be poste& 5or t+e last
time.
4nter3al in 8onths
<coose inter+a#>
5or e7ample D1E 5or
mont+l(
2un Date
<te day of te run
in te mont>
5or e7ample 31 /!peci5ies
t+e &a( on w+ic+ t+e
&ocument is poste& as a
postin# &ate.0
Document <eader
,n*ormation
,n t+ese 5iel&s; (ou enter
t+e in&ivi&ual &ata 5or t+e
&ocument t+at is to be
poste&. T+e &ata 5or a
lease installment pa(ment
+as been &e5ine& as an
e7ample.
Document ype
,"
Currency
PHP
2e,erence
<reference text>
5or e7ample 'ccruals
6irst line item
Posting ?ey
-0
Account
<G/L account
number>
5or e7ample 611313
@ater
3. *+oose Enter. *on5irm an( warnin# messa#es /(ellow0 re#ar&in# &ate o5 5irst run.
6ield name Description ser action and !alues Comment
Amount
<amount>
5or e7ample 533
a! Code
<coose tax code>
necessar( i5 t+e account
is ta7 co&e relevant
Calculate ta!
<coose>
c+oose; i5 t+e account is
ta7 co&e relevant
Cost Center
* .if te account
is a cost center/
5or e7ample 1131
e!t
<text>
5or e7ample Dmont+l(
accrualE
4e)t line item
Pst?y
00
Account
<G/L account>
5or e7ample
233333/%oans 5rom cre&it
institutions;remainin#
li5eD1 0
. *+oose Enter. *on5irm an( warnin# messa#es /(ellow0 re#ar&in# ta7 relevance i5 require&.
6ield name Description ser action and !alues Comment
Amount > c+oose D>E or enter t+e
amount above /5or
e7ample 5330
5. !ave t+e &ocument /Ctrl'#0 an& ma8e a note o5 t+e &ocument number 5or t+e 5ollowin#
transactions.
6. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
T+e &ocument is now entere& as a recurrin# entr( &ocument; but +as not (et been poste& to t+e
accounts. T+e &ocument is assi#ne& a separate &ocument number ran#e.
T+e postin# o5 t+is recurrin# entr( &ocument is &escribe& in c+apter Carrying ;ut 2ecurring
Entries.
Result
' recurrin# &ocument is processe&.
()ample
G.L Account Cost Center Amount Date
611313 1131 533 Dcurrent &ataE
G.L Account Amount
233333 533
3.1= List o* Recurring (ntr" %riginal Documents
se
T+is list s+ows (ou all t+e recurrin# entr( &ocuments.
Prerequisites
Recurrin# entr( &ocuments +ave been poste&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General Ledger Periodic
Processing 2ecurring Entries Lists
#ransaction code 9.15
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role 9inance Mana#er
/!'PB?BPRB9,?'**BM0
Business role menu General Ledger Posting 2ecurring Documents
2. !'P $rap+ical =ser ,nter5ace /!'P $=,06
On t+e 2ecurring Entry Documents screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Company Code
1000
Fiscal -ear
<fisca# year>
5or e7ample current (ear
3. !'P $rap+ical =ser ,nter5ace /!'P $=,06 *+oose E!ecute $F5&.
. T+e s(stem &ispla(s a list o5 t+e e7istin# recurrin# entr( ori#inal &ocuments. Aou can c+oose
&ocuments t+at are still to be e7ecute&; an&.or &ocuments t+at will not be e7ecute& until t+e
ne7t time t+e recurrin# entr( pro#ram is run.
5. T+e list &ispla(s t+e &ate o5 t+e ne7t postin# run.
6. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e s(stem &ispla(s a list o5 t+e e7istin# recurrin# entr( ori#inal &ocuments. Aou can c+oose
&ocuments t+at are still to be e7ecute&; an&.or &ocuments t+at will not be e7ecute& until t+e ne7t
time t+e recurrin# entr( pro#ram is run.
T+e list &ispla(s t+e &ate o5 t+e ne7t postin# run.
3.11 Carr"ing out Recurring (ntries
se
,n t+is step; (ou create postin# &ocuments 5rom t+e recurrin# &ocuments.
Prerequisites
Recurrin# &ocuments +ave to be poste&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General Ledger Periodic
Processing 2ecurring Entries E!ecute
#ransaction code 9.1
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role 9inance Mana#er
/!'PB?BPRB9,?'**BM0
Business role menu General Ledger Periodic Processing 2ecurring
Entries E!ecute 2ecurring Entries
2. On t+e Create Posting Documents ,rom 2ecurring Documents: screen; ma8e t+e 5ollowin#
entries6
6ield name Description ser action and !alues Comment
Company Code
1000
Fiscal -ear
<fisca# year>
5or e7ample
6urt+er Selections
#ettlement Period
mm/01/yyyy 1
mm/)1/yyyy
Date ma( nee& to be
a&Huste& 5or t+e ne7t run
/5or e7ample
3).31.2312.:.3).33.23120
)atch 4nput #ession
/ame
> @it+ t+is parameter; (ou
can 5reel( c+oose t+e
name o5 batc+ input
session to be create&. ,5
(ou &o not assi#n a
separate name; t+e batc+
input session name
#APF1@0 is set b( t+e
pro#ram.
1ser /ame > @it+ t+is parameter; (ou
can c+oose t+e user 5reel(.
,5 (ou &o not speci5( a
separate user ,D;
#APF1@0 is set b( t+e
users pro#ram.
3. *+oose E!ecute $F5&. *on5irm an( in5ormation messa#e i5 require&.
. Onl( !'P $rap+ical =ser ,nter5ace /!'P $=,06
*+oose #ystem #er3ices )atch:4nput #essions.
5. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
Role Finance 8anager $#APA/)P2AF4/ACCA8&6 *+oose General Ledger Periodic
Processing Closing Preparation )atch:4nput 8onitoring.
6. *+oose #ession name #APF1@0 $or the parameterB you ha3e entered&
". *+oose Process session $F5&.
1. On t+e Process #ession #APF1@0 $or parameter name& screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Display errors only
<coose>
Process
<Coose>
). *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e s(stem creates t+e recurrin# &ocument in t+e bac8#roun&.
3.12 Account Maintenance2 Automatic Clearing
se
,n t+is step; (ou clear perio&icall( open $.% account items.
Prerequisites
T+e s(stem contains open items t+at can be cleare&. T+is means; t+at t+e open items +ave to
matc+ wit+ t+e criteria &escribe& in t+e &ocumentation o5 transaction 9.136
*learin# ta8es place w+en; 5or t+e #roup o5 line items selecte& accor&in# to t+e criteria compan(
co&e; account number an& currenc( 8e(; t+e balance in up&atin# currenc( is <ero.
Recommen&ation6 =se t+is transaction 5or testin# wit+ speci5ie& &ocument number
ran#es /or speci5ic &ocument numbers; so t+at (ou can use t+e ne7t step6 Manual
clearin#0. ,5 (ou run t+is transaction wit+out an( speci5ication; no 5urt+er &ocuments
are t+ere to clear manuall(.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General Ledger Periodic
Processing Automatic Clearing Cithout #peci,ication o,
Clearing Currency
#ransaction code 9.13
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger Periodic Processing Clearing Automatic
Clearing
2. On t+e Automatic Clearing screen; ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Company Code
1000
Fiscal -ear
<fisca# year>
5or e7ample
Document num0er
<document number>
i5 (ou want to clear
certain &ocuments;
c+oose t+e numbers
to
<document number>
i5 (ou want to clear
certain &ocuments;
c+oose t+e numbers
#elect G/L accounts M
3. 9irst per5orm a test runI t+e in&icator is activate& automaticall(.
. *+oose E!ecute $F5&.
5. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
,ntermediate Result
' lo# o5 t+e test run is provi&e&. Per $eneral %e&#er account all #roups o5 open items are
arran#e&; w+ic+ s+ow t+e same clearin# amount in t+e &ebit an& cre&it. ,5 t+e stan&ar& clearin#
criteria /compan( co&e; account number an& currenc( 8e(0 as well as t+e 5urt+er #roupin#
c+aracteristics. user criteria /+ere assi#nment an& tra&in# partner number0 a#ree; in t+e column
clearing a clearin# &ate is in&icate&.
1. *+oose )ac* $F+&.
2. Deselect t+e 5iel& test run; all 5urt+er entries remain unc+an#e&.
3. *+oose E!ecute $F5&.
. *on5irm t+e messa#e his program run is a production run wit+ Enter.
Result
' lo# o5 t+e pro#ram run is provi&e&. Per $eneral %e&#er account all #roups o5 open items are
arran#e&; w+ic+ s+ow t+e same clearin# amount in t+e &ebit an& cre&it. ,5 t+e clearin# criteria
a#ree a clearin# &ate as well as a clearin# &ocument number is in&icate&; un&er t+at t+e clearin#
too8 place.
,5; in t+e output control; (ou +ave selecte& t+at &ocuments t+at can be cleare& or &ocuments t+at
cannot be cleare& are to be output; (ou receive a &etaile& list. ,5 (ou +ave not set eit+er o5 t+e
in&icators; (ou #et a s+ort list.
T+e &etail list is a list o5 t+e line items an& #ives in5ormation about t+e open or cleare& /or
clearable0 line items selecte&. $roup o5 items t+at compl( wit+ t+e s(stem criteria an& t+e user
criteria are summari<e& opticall(. ,5 t+e clearin# con&itions +ave been 5ul5ille&; t+e clearin# &ate
an&; in an up&ate run; also t+e clearin# &ocument number are &ispla(e& i5 t+e clearin#
transaction was success5ul. ,5 an error occurre& &urin# clearin#; t+e messa#e /o clearing
appears.
T+e s+ort list o5 t+e open an& cleare& items provi&es a summar( o5 t+e results o5 t+e pro#ram
run. T+e number o5 open items selecte& per account are &ispla(e&; t+e number o5 t+ose t+at can
be cleare&; an& t+e items actuall( cleare& are &ispla(e&.
9rom t+e error lo#; (ou can see w+ic+ errors occurre& &urin# clearin# o5 a #roup /accor&in# to
t+e s(stem criteria an& user criteria0.
*ustomi<in# allows a&&in# 5ive a&&itional criteria 5or #roupin# o5 open items.
3.1$ Account Maintenance2 Manual Clearing
se
T+e transaction is use& to clear open items manuall(. ,5 t+e balance o5 t+e items to be cleare& is
not 3; (ou can create a resi&ual item 5or overpa(ments.un&erpa(ments.
Prerequisites
T+e s(stem contains open items t+at can be cleare&.
Procedure
1. 'ccess t+e transaction c+oosin# one o5 t+e 5ollowin# navi#ation options6
%ption 12 SAP Grap+ical ser ,nter*ace /SAP G,0
SAP (CC menu Accounting Financial Accounting General
Ledger Account Clear
#ransaction code 9:33
%ption 22 SAP 4et5ea!er Business Client /SAP 45BC0 !ia Business Role
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing
2. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
*+oose t+e necessar( #earch Criteria6
6ield name Description ser action and !alues Comment
G/L Account: > /account wit+ open item
mana#ement0
c+oose t+e account;
(ou want to clear
Company Code:
1000
2econ account ,or
acct type:
8ar*ed ,or deletion:
)loc*ed ,or posting:
3. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
*+oose Apply.
. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
Mar8 t+e require& row /account0 an& c+oose Display ;pen 4tems.
5. Onl( !'P ?et@eaver Business *lient /!'P ?@B*06
Mar8 t+e require& row /&ocument0 an& c+oose Clear GL/L 4tems.
6. Onl( !'P $rap+ical =ser ,nter5ace /!'P $=,06
On t+e Clear G/L Account: .eader Data: screen> ma8e t+e 5ollowin# entries6
6ield name Description ser action and !alues Comment
Account > /account wit+ open item
mana#ement0
c+oose t+e account;
(ou want to clear
Company Code
1000
". Onl( !'P $rap+ical =ser ,nter5ace /!'P $=,06
*+oose Process ;pen 4tems.
1. '5ter entr( into t+e screen Clear G/L Account Process open items are b( &e5ault all items
activate&. To &eactivate all items 5irst c+oose #elect all an& t+en Deacti3ate items.
'5terwar&s (ou can c+oose #elect an& t+en Acti3ate items; in or&er to c+oose t+e
appropriate items; w+ic+ (ou want to clear.
T+e activate& items /represente& in blue writin#0 can become a5terwar&s cleare&; i5 in t+e
5iel& /ot assigned an amount o5 3;33 is containe& or t+e &i55erence &oes not e7cee& t+e
tolerance limit 5or users.
). One resi&ual item is to be le5t. Aou +ave to speci5( t+e open items t+at are to be 5ull( cleare&;
an& t+e open items 5or w+ic+ a resi&ual item is to be create&6
*+oose 2esidual 4tems tab an& enter t+e require& &ata.
6ield name Description ser action and !alues Comment
2esidual 4tems Di55erence amount 4nter t+e &i55erence
amount o5 all t+e
selecte& open items 5or
at least one open item.
13. ?e7t; (ou want to carr( out a &i55erence postin#. 'll o5 t+e selecte& open items are cleare&. '
new open item is create& 5or t+e &i55erence in t+e account.
6ield name Description ser action and !alues Comment
Di,,erence Postings Di55erence amount 4nter t+e &i55erence
amount o5 all t+e
selecte& open items.
11. !ave (our entries.
12. T+e Clear G/L Account Display ;3er3ie( screen wit+ t+e messa#e Correct the mar*ed line
items appears. *+oose t+e mar8e& items b( &ouble:clic8in# an& enter to&a(Ns &ate into t+e
5iel& "alue Date.
13. !ave (our entries.
Aou can a&& Additional #elections b( usin# a c+ec8bo7 o5 t+e entr( screen o5 t+is
transaction. T+e screen t+at 5ollows allows enterin# t+e values to be selecte& an& to
process a&&itional selection criteria.
1. *+oose )ac* $F+& to t+e #AP Easy Access screen /!'P $=,0
Or
*+oose E!it $#hi,t'F+& an& con5irm t+e Business client messa#e wit+ -es to return to #AP
.ome /!'P ?et@eaver Business *lient0.
Result
T+e open items selecte& in t+e account +ave been cleare&. ,5 a &i55erence is &etermine&; a
resi&ual item or a new open item is create&.
7 Appendi)
7.1 Re!ersal o* Process Steps
,n t+e 5ollowin# section; (ou can 5in& t+e most common reversal steps; w+ic+ (ou can ta8e to
reverse some o5 t+e activities &escribe& in t+is &ocument.
Posting General Ledger Account Documents
#ransaction code / SAP G,0 9B53
Re!ersal6 2e3erse Document $manually&
#ransaction code / SAP G,0 9B31
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing Display
G/L Account 4tems 2e3erse Document
Comment Displa( t+e &ocument be5ore reversal /button 950
Posting General Ledger Account Documents
#ransaction code / SAP G,0 9B53
Re!ersal6 2e3erse Document $mass re3ersal&
#ransaction code / SAP G,0 9.13
Business role 9inance Mana#er
/!'PB?BPRB9,?'**BM0
Business role menu General Ledger Posting Posting 8ass
2e3ersal o, Documents
Comment T+e mass reversal s+oul& be use& care5ull(I especiall(
w+en t+e &ocument numbers are not in a ran#e
Manual Clearing
#ransaction code / SAP G,0 9:33
Re!ersal6 2eset Cleared 4tems
#ransaction code / SAP G,0 9BR'
Business role $eneral %e&#er 'ccountant
/!'PB?BPRB9,?'**B!0
Business role menu General Ledger G/L Account Processing Display
G/L Account 4tems #elect a0 DCleared G/L Line
4tems and enter search criteria select line 2eset
Clearing
Comment