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Organizational Structures
Business organizations can have complex organizational structures, including divisions,
subsidiaries, joint ventures and facilities in different countries, so the R/3 system has been
developed with organizational structure building blocks that can be used to represent the
companies business organization in the R/3 system.
The highest level of organizational unit in the R/3 system is the client, which contains all of the
database tables required by the SAP system. Master records are created and maintained at the
client level. Master records are data that is shared between R/3 applications, like material master
records, customer master records, etc. The following chart graphically illustrates the
organizational structures in SAP:
Client
Company 100
US Chart of Accounts
Jan. 1 - Dec. 21 FY
Company 200
UK Chart of Accounts
Jan. 1 - Dec. 31 FY
Company 300
UK Chart of Accounts
July 1 - June 31 FY
Company
The chart of accounts (list of all accounts used for financial reporting) and fiscal year (e.g. Jan. 1
to Dec. 31 like most US businesses, or July 1 to June 31 like most universities) defines the
company organizational level. At the company level, consolidated financial statements are
produced. Each company must have at least one company code associated with it.
Company Code
A company code is established in the R/3 system for a legal entity. A balanced set of books is
maintained for the company code. The company code level is the lowest level in the organization
where accounting can be carried out. It is the level at which business transactions are processed
and accounts are managed. Balance sheets and profit/loss statements are produced at this level.
University Cellular is a small company, so we will use one company and one company code.
Under the company code, we will be able to define different manufacturing plants and
warehouses. We can define University Cellular using one company code as there are no
independent divisions of the company and all facilities are located in the United States.
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Because SAP is so complex and configuration is such a challenge, the implementation project
team can define different projects that address only certain aspects of the implementation. We
will work using the SAP Reference IMG, which contains all configuration options. We could
copy the SAP Reference IMG and remove configuration categories that were not to be
implemented or that a team did not have responsibility for and should not be changing. After
clicking on the SAP Reference IMG, the following screen will appear:
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This screen provides the menu system for configuration, similar to the menu system for
transactions except that rather than running transactions that store and process data, we will be
running transactions that configure the SAP system and determine how it will function.
To establish the company code for our company, follow the menu path:
Enterprise Structure Definition Financial Accounting Edit, Copy, Delete, Check
Company Code (click clock icon
)
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Even though we are creating a new company code, we get to this transaction by double-clicking
on Edit Company Code Data, which will produce the following screen:
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Click on the New Entries icon to get the New Entries: Details of Added Entries screen. This
screen allows us to enter details about the new company. We will enter the following
information:
Company Code:
##UC
Company Name:
City:
Kalamazoo
Country:
US
Currency:
USD
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EN
as shown below:
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Company
Name:
## University Cellular
Search Term:
##
Street:
Business Court
House Number:
83
Postal Code:
49008
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Kalamazoo
Country:
US
Region:
MI
This will bring up additional fields. Enter Tax Jurisdiction Code MI0000000 (MI followed by
seven zeros).
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Confirm Company
Code. Your screen
should show: ##
University Cellular
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Enter K1 as the Fiscal year variant next to your company code. To see what other default fiscal
years are provided, click on the cell with your fiscal year variant, then click on the icon that is
displayed on the right border of the cell. This icon appears whenever the SAP system has data
entry options or provides a search option for data entry.
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You can select the entry K1 by double-clicking anywhere on the line K1 Calendar year, 1 spec.
period. Select K1 from this list, then click on the save (
) to
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Enter CHFS for the chart of accounts. Click on the save icon (
).
Number Range
100000 399999
400000 999999
110000 310000
Later, we will create specific accounts and account numbers for our company by copying from a
master list. Usually in SAP configuration it is better to copy from an existing data set or default
data supplied with the R/3 system and make changes rather than creating data from scratch.
Configuring the system by copying results in a higher probability that the program will work and
that some critical, but obscure, setting or piece of data is not overlooked. As a rule, you should
work with the default values and settings unless you know enough to clearly explain why a
different value or setting is better.
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Enter ##UC for the new credit control area and USD for the currency, then click on the save icon
(
description:
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Save the new credit control area by clicking on the save icon (
(
).
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Assign your company code (##UC) to your newly created credit control area (##UC). Click on
the save icon (
).
While we have defined the default credit control area, it is possible to define a number of credit
control areas to the company code and then control credit based differently based on the
customer or order. The SAP R/3 can automatically determine which credit control area is
applicable based on data in the customer master record, material master record, customer order,
etc.
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Enter Company Code ##UC, Credit Control Area ##UC, then click on the save icon (
exit out of the screen (
) and
).
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Enter Company Code ##UC then select One tax amount and tax code from the pull down list
under Tax Version. Click on the save icon (
) until you
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