PRASAD

 What is SAP implementation – Customizing/Configuring SAP ERP

software in sync with client business needs/requirements
 which procedure will be followed by sap partners to implement sap for
new clients
 Globally accepted and SAP suggested practice “ASAP Methodology”
 Explain about ASAP methodology procedure? What are the phases you
have involved in the implementation ?

 For a successful SAP implementation, ASAP methodology is a complete

end to end Road map which consist of 5 phases
 Project preparation – To understand client business, project scope and to
determine project schedule along with each phase timelines and to get to
know each individual of the implementation team.
 A “Kick off meeting” will be held at client location, to introduce
implementation team to client core team members and to draw roles and
responsibilities of each individual.
 Business blue print – The implementation consultants are responsible to
understand the client existing business processes (AS IS) in the legacy
system and to gather all the business requirements and design the SAP
solution (TO BE) in a document known as in SAP terminology BBP
document.
 The BBP document would be submitted to Finance department head in
SAP terminology FI BPO – business process owner, the BPO would review
the BBP document and suggest if any amendments are required and
approves the BBP. Approval procedure called as BBP sign off.
 Realization – The SAP solution proposed in the BBP document would be
realized/configured/customized in the SAP Development server/Golden
Client and tested in the Development server unit testing client.
 As a consultant we will prepare configuration & unit test case documents
in this phase
 Final preparation – All the implementation consultants would release
their customizing requests (TR) and request BASIS consultants to move
the config changes to QA server to perform integration testing (FI – MM,
FI-SD) and UAT.
 User training will be provided and user manuals will be prepared
 Cutover strategy will be built and executed – all the legacy system master
data and transactional data will be uploaded to 1 st QA system next PRD
system.
 GO Live – The day client starts using SAP Production server is called as GO
live date.
 Post implementation support – Generally implementation partners will
provide 100 hrs or 2 months of free support for each module.

 What are the roles and responsibilities of FICO consultant in the 2 nd phase
of implementation?
 We will conduct business workshops to understand existing business
processes, will distribute AS IS Q&A templates to finance BPO’s and end
users to get the business requirements.
 can we create a master record without giving a numeric value but with
alphabets.
 Yes, by maintaining vendor account group number range interval from A
to ZZZZZZZZZZ and External number range check box selected. It accepts
alphanumeric values for vendor master record.
 What is a version management in BBP document –
o Initial draft of the BBP would be prepared and submitted to
business, if they come up any changes requirement that would be
handled through maintaining newer version in the BBP document
 What is BBP signoff?
o After all the business requirements are gathered and documented
in BBP document and submitted for the acceptance of the
 business, the BPO & PMO would give their approval for SAP
system configuration by signing off on the BBP document.
 What is SAP FI organization structure?
o Client – Company – Chart of accounts – Company code
 What is a client?
o Client is the highest organizational unit in SAP system, which will
have its own set of data applicable to all company codes all other
organizational units in the system
 How many clients can be maintained in one SAP server?
o In one server, from 000 to 999 as many as 1000 clients can be
created by Basis team. Generally in DEV server 3 clients would be
maintained, in QA and PRD one client would be maintained.
 What is company & company code and which org unit creation is
mandatory in SAP
o Company is a group which consist of N number of company codes
EG; Reliance group
o Company code is a legal entity for which a self contained set of
accounts can be drawn for purpose of external reporting EG: Rel
Petrol, Rel Power, Rel Capital
o Company creation is optional, company code creation is
mandatory activity in SAP
 What is chart of accounts (COA)?
o A list of GL accounts
 How many types of chart of accounts are available in SAP? Which one is
mandatory
o 3 types – 1.Operational COA 2. Group COA 3. Country specific COA
o Operative COA is mandatory one which will be used for day to day
transactions posting
 What is a chart of depreciation (COD)?
o COD is the highest organizational unit within AA sub ledger, which
will consist of different depreciation areas to control how the
depreciation is calculated, posted and reported.
 What is a Controlling area and what it controls?
 o In SAP CO module controlling area is the highest org unit, which
will be used to generate cost reports for management
reporting/internal reporting purpose.
 Can a controlling area be assigned with multiple company codes?
o Yes, provided all the company codes must use same operative
COA though they maintain in different currencies
 What is local currency?
o Company code currency is known as local currency in SAP
 What is a Fiscal year and what are the standard variants?
o Fiscal year is a financial year that is being followed by business,
EX: standard FY variants –
 V3 – Apr to March 2. V6/PS – July to June 3. K4 – Jan to Dec
 How many normal & special periods can consist in a Fiscal?
o 12 normal and 4 special periods can be defined in a one Fiscal
year
 What is a special period and why do we need in SAP?
o Special periods are extension to closed fiscal year and used to post
audit adjustment entries and takes posting date as any date of the
12th posting period.
o EX: if a transaction to be posted in spl period 13 i.e. April or spl
period 14 i.e. May the document can have posting date as any date
in the 12th period i.e March but generally posting date would be
considered as 31st of March.
 What is a field status variant and what it consist of?
o Field status variant consist of field status groups which are
used/assigned at the time of GL account creation.
 Field status group what it controls?
o At the time of transaction entry/ document posting users will
have N number of fields ready for input, these fields can be
controlled as Required/optional/suppressed from the field status
group.
 What is the relevance of document types in SAP and at what level they
will be maintained?
 o To differentiate between different types of business transactions
eg: Vendor invoice & payment, customer invoice & payment,
general ledger document etc. SAP provided differentiating factor
at the time of document entry itself is document type. Eg: SA, KR,
KZ , DR , DZ & AA etc.
 Posting keys importance in FI module
o To determine line item in the document DR/CR side, posting keys
are used in FI.
 At the time of document entry, from where we can control line item field
status?
o from FSG, assigned to the GL account master record
o from posting keys FSG
 What are the different types of account groups in FI and what do they
control?
o Generally in FI we have 3 types of account groups are available to
create master records –
o GL account group (OBD4) b. Vendor account group (OBD3) c.
Customer account group (OBD2)
o Account groups controls field status of a master record at the time
of creation
 What is the central task of a GL account?
 whenever there is a business transaction, GL accounts are the primary
source to record in the General ledger
 For all sub ledger postings to integrate with GL, reconciliation GL
accounts are the source to update GL
o C. For internal reporting in controlling module, the cost data will
flow from FI to CO. The Expense GL accounts in FI will carry the
cost from FI to CO by the mean Primary cost elements.
 A GL account can be created at how many levels?
o 3 levels –
 Chart of account level – FSP0
 Company code level – FSS0
 Centrally – FS00 (COA & Co Code)
 What is the maximum length of a GL account master record?
o 10
 What is the importance of “only balances in local currency” field in GL
account master record?
o Or, can I post a foreign currency transaction to a GL account
whichis checked with the above indicator?
o Yes we can post in non local currency, but the ledger balances will
only display in local currency and cannot be in transaction
currency
 What is open item management importance in GL master record? Which
accounts are managed with this option?
o Only balance sheet type accounts can be managed with this option
and more over only those accounts which requires clearing in
future.
o We can say there are 2 conditions to maintain a GL account with
open item management option
o Condition 1 – The GL account should be Balance sheet account
o Condition 2 – Requires clearing in future EX: Outstanding
expenses, prepaid expenses & Bank loans etc.
o When the line items posted & displayed to this account will be
shown in OPEN status until they get clearing in future.
 What is the importance of Line item display in GL account master record?
o It is very important to select this indicator for each and every GL
master record, if not the business cannot have track of item wise
postings display.
 What is the sort key relevance in GL master record?
o Based on sort key selection, at the time of document entry system
will automatically copies onto the assignment field. EX: sort key as
Posting date, system will copies posting date onto the line item
automatically and at the time of display the line items will be
sorted based on posting date.
 If business don’t want their users to create GL accounts or from where we
can restrict creation of GL accounts?
 o In the chart of accounts create/change screen we have an option
Status “Blocked”, if we activate that indicator users cannot create
GL accounts.
 How do we restrict postings against a particular GL account?
o Change that particular GL account by selecting Block indicator for
the company code.
 For a GL account document what are the data levels it consist of?
o 2 levels – Document header level data & Line item level data
o We can get posted data from header level in SAP table BKPF, line
item level in BSEG
 What is workflow process, how it is relevant to FI module?
o Generally workflow process is one of the solution to a GAP
identified during blue print phase.
o EX: 2 tier Workflow process for posting documents –
o Accountant enters voucher details in SAP and saves the
information. Now SAP has to trigger an email to the chief
accountant for review
o chief accountant receives an email to his SAP inbox. He reviews
the document and approves for posting. If he rejects SAP has to
send an update email to the accountant on the same.
o Workflow process will be customized by technical team via ABAP
workflow process.
o To maintain Distribution list for email notifications – SO23
o SAP inbox to verify received emails – SBWP
o We can identify whether workflow process is triggered for a
document by going to document display screen and click on Icon
beside the title of the screen
 How to identify ABAP program name for a particular transaction code?
 enter the transaction on the command line
 from the transaction screen – go to menu bar – click system – click status
– from system status pop up screen – note down the program name under
SAP data section
 How to define a background job?
 o T – code – SM36
o Enter Job name – Recurring batch job
o Click on Step icon (F6)
o Enter ABAP program name –
o Enter variant created in step 2 –
o Click check
o Click Save
o Go back
o Save
o You will get a message Job recurring batch job saved with status:
scheduled
o Click on Start condition
o Click on immediate
o Click save
o You will get a message job saved with status : Released
o Step 4: process batch input session – SM35
o Select the job name –
o Click on process
o Click on display errors only
o Click extended log
o Enter
o Exit batch input session

o Enter job name – Recurring batch job

o Click execute
o Select the batch job

 What are the prerequisites to create a vendor master record?

 Vendor account group
 vendor number ranges
 vendor tolerances
 How many segments of data makes a vendor master record?
 General data – Client level
 company code data
 purchase organization data
 What is a vendor reconciliation account? Which level/segment this
account is assigned in the vendor master record?
o It is the bridge between AP sub ledger and general ledger,
whenever a posting made against a vendor sub ledger account
backend system updates to reconciliation account in general
ledger which is assigned to vendor master record company code
segment.
 Can we post directly to a reconciliation type GL account?
o Its not possible, reconciliation accounts are meant for GL update
via sub ledger postings
 What is APP program and what it does?
o Basically to make payments and clear vendors by using different
payment methods in a mass procedure.
o System will check all the open invoices and picks up the invoices
based on the due date calculation according to payment terms and
creates cash discount line items automatically.
 Can I make a payment to customer using APP and in which situation?
o Yes, the scenario is customer returned the goods a credit memo
will be created for that customer that requires clearing.
o Customer down payment but goods are not delivered – customer
requires clearing
 Can I make down payment to a vendor using APP and what configuration
steps are required?
o Yes, a down payment request should exist for a vendor to make
downpayment.
o In the APP configuration, set up all company codes for payment
transactions step we need to assign special GL indicators for
vendors.
 What is the relevance of baseline date in APP?
 o To determine invoice due date app program will consider baseline
date as a start date, generally invoice document date would be the
baseline date.
 Explain “exception handling process” in APP?
o In the additional log tab, we need to select logging types – due
date check, payment method selection in all cases and line items
of the payment documents.
 Importance of variant maintenance in APP program?
o Variant controls from which house bank the checks need to be
issued and also the output print from a configured printer.
 Reprint checks using variant in APP –
o If a check or couple of checks are not printed properly during
previous APP run, we can void/cancel those checks and reprint in
the current APP run.
 What is AR and with which SAP other module it integrates?
o AR is a sub ledger within SAP FI area, postings made to AR sub
ledger accounts are directly updated to General ledger through
Reconciliation process.
o AR closely integrates with SAP SD module.
 A customer master record is consist of how many segments data?
o If a customer is created only in FI area will consist of 2 segments
data –
o General data b. Company code data
o If the customer is extended for SD area also there will be one
more segment –
o Sales organization data
 If business wants to create a customer record with their own interested
number, how do we handle this?
o For the customer group number range interval, select the external
indicator and save it.
o Every time a new customer created the user has to provide the
customer number externally.
 Customer master record fields control, from where we control this?
 o From customer account group level we can control master record
fields.
 What is unknown customer downpayment?
o If customer makes a down payment in bulk for future sales is
called unknown customer down payment. The customer open
invoice items can be cleared using this down payment amount.
o Every time a new customer special GL residual item will be
created for rest of the down payment amount.
 What is Dunning correspondence procedure relevance in SAP?
o For the customer overdue invoice amounts, by using Dunning
correspondence we can remind the customer by sending letters
 How many maximum letters we can send?
o 9 levels and 9 letters
 What is the difference between each level or each letter
o Text in the letter
 Is there any accounting entry for dunning charges?
o No, it’s a static figure appear on dunning notice

 Accounting entries at the time of Check issue and check deposit also
contra entries at the time of BRS?
 Configuration steps for BRS implementation
o Create account symbols 2. Assign GL accounts to account symbols
3. Define posting rules for business transactions 4. Assign
business transactions to posting rules
 Relevance of interpretation algorithm in BRS configuration?
o Based on interpretation algorithm system differentiates between
payment documents and check numbers and makes automated
entries at the time of BRS.
 What are the 4 rules of asset accounting?
o Sub asset master created with reference to main asset
o 2.Main asset master created with reference to asset class
o 3.In the asset class we specify account determination
 For account determination we assign GL accounts for postings
 What is chart of depreciation
o Chart of depreciation is the highest organizational unit in asset
accounting subledger which consist of depreciation areas
 What is a depreciation area
o How a depreciation is calculated on an asset during the useful life
of the asset and posted to general ledger
 What is put to use date in asset accounting?
o Generally put to use date is considered as capitalization date from
which the depreciation calculation will be started
 Where is the control point to control asset master record fields like
optional suppress display?
o From the screen layout rule assigned to the asset class
 There is business requirement which is - a particular asset depreciation
always should be posted to a particular cost center, what is your solution?
o Assign the particular cost center in the asset master record at
time dependent tab cost center field.
 How do we create existing legacy assets data in SAP?
o Through Legacy asset take over values procedure we will create
clients existing assets in SAP – AS91
 When we post asset legacy data using AS91 transaction is there any
impact general ledger balance sheet?
o No, the takeover values ex: acquisition, depreciation and derived
net book value are only updated in asset sub ledger tables.
o We need to manually post FI transaction to update the general
ledger.
 What are planned & unplanned depreciation procedures?
o Planned depreciation –as per the depreciation interval rule ex:
monthly, quarterly etc. calculation of depreciation on a regular
interval is planned depreciation.
o Unplanned depreciation – if depreciation is not being calculated
as planned and business would like to calculate depreciation till
date (current period) we can run depreciation in unplanned mode
to calculate for all the previous months.
 Sale of asset entries?
o With customer – Asset acquisition value – 100000, accumulated
depreciation – 60000, sale of asset value – 50000.
 Scenario – if last month depreciation calculated as planned, in the current
month found that there was an asset which was purchased last month not
posted in the asset sub ledger.
o How do we calculate depreciation for this particular asset?
o We can run the depreciation in “repeat run” mode, so that system
will identify the new assets which are added to the last period and
make a depreciation posting.
o Note: this provision is only applicable for the last run depreciation
period

o Controlling
 What is the need of controlling module implementation for any business?
o Basic purpose is high level management internal reporting about
costing.
 o EX: A department cost report for a month, A product making
charges report in a batch, plant wise financial statements reports,
profitability analysis reports.
 CO organization structure?
o Client ->operating concern ->Controlling area -> Segments ->
Profit center -> Cost center
 What is period in lock in controlling?
o In FI we have posting period variant to open and close periods in
an year to make postings, similarly in CO we can open or close
periods by lock or unlock option against individual business
transactions ex: COIN – CO through postings from FI, KOA0 Actual
settlement
 What is a primary cost element?
o Expenditure GL account in FI will be created as primary cost
element in CO with Category 01 to carry cost from FI to CO to
update CO records.
 Can a controlling area be assigned with multiple company codes?
o Yes, the relation between controlling area to company code is 1:N,
is called as cross company code cost accountancy
 What is a secondary cost element
o Secondary cost elements are used to settle cost from one cost
object to other object within CO area. EX: Assessment cycle to
distribute cost from one cost center to other cost center, at the
time of real internal order settlement to cost center
 What is a cost center and its purpose in CO
o Departments in an organization are created as cost centers in
controlling module, the purpose is to track individual department
wise cost.
 What is a cost center category
o To identify similar departments by assigning a differentiating
factor which is cost center category, cost centers will be created.
 What is cost center budgeting?
 o In CO cost center budgeting is macro level, for a fiscal year each
period wise we can allocate budget amounts to cost centers later
budget reports can be generated to see the variance between
planned & actual consumption of budget.
 What is cost center planning?
o In CO cost center planning is micro level, each period wise we can
plan department wise expenses. EX: Finance cost center planning
for the period 11/2013, with a combination of cost center and
cost element late we can generate variance reports.
 What are the cost objects in controlling and their priority?
o The primary cost objects are Cost center, internal order and WBS
elements, these are used to capture cost at the time of cost origin.
o Priority – 1. WBS element 2. Real internal order 3. Cost center
o We have more cost objects like profitability segments, sale orders
& production orders etc
 What are the cost allocation methods and what is the purpose?
o If during the cost origin the cost captured under a cost object, on a
later point of time the cost needs to be distributed to other
objects.
o EX: canteen expenses initially paid by finance cost center on
month end the cost needs to be allocated to other cost centers.
Finance CC to HR CC and Sales CC etc.
o Cost allocation Methods:
o Reposting of CO line items – with reference to original FI
document the cost will be allocated from the cost object in the FI
document to other cost objects line item wise.
o Manual reposting of cost – with the combination of cost center
and cost element we can manually allocate cost to other cost
centers
o distribution cycle –on the month end, the cost captured under a
cost center can be distributed to other cost centers using
segments.
 o The segment will have details like source cost center, receiver cost
center cost distribution rules.
o When the cost distributed using distribution cycle, in the receiver
cost center we can trance the original cost element details
o assessment cycle –this is also used as an allocation method on
period end to distribute cost.
o When the cost allocated using assessment cycle the cost will be
attached to secondary cost element and settled to receiver cost
center, we can not get the tracing factor in the receiver cost center
about which cost has been received
 What is a statistical key figure and its importance?
o SKF is a base to allocate cost between cost centers.
o EX: Salaries can be allocated Based on number of employees, rent
can be allocated based on the area of occupation
 What is an internal order and how many types are therein internal order
and how many types are there
o Internal order is a cost object to capture cost of a specific job,
activity or an investment project. EX: a particular vehicle expense
during a month, construction of a building budgeted amount
capture and control
o in CO we have 2 types of internal orders
o Statistical internal order - Only for the reporting purpose, the cost
will be captured under statistical internal order and does not
settle to any other cost objects
o Real internal order - it’s a real cost object at the time of cost
posting and requires settlement to other cost objects on the
month end
 If an internal order captured cost needs to be updated to a default cost
center how do we manage?
o In the internal order master record control data tab we have a
field Actual posted Cctr – assign default cost center in that field so
that system will derive cost center at the time of document entry.
 How do we differentiate between statistical & real orders?
 o At the time of order creation we have an indicator “Statistical
order” available in control data tab, if we activated this the order
will be statistical if not it’s a real order
 Procedure for real order settlement to other cost objects?
 define allocation structure in which specify source cost elements – ex:
salaries rent etc and also specify settlement receiver category ex: cost
center
 allocation structure is assigned to settlement profile – which talks about
how the cost will be settled ex: percentage, amount etc.
 settlement profile is assigned to internal order type
 real internal orders will be created with reference to order type and
settlement rule maintained in the order master record
 What is budget availability control in CO
o In controlling module we can control the budget through internal
orders. Ex: capital expenditure like construction of a building. We
can create building as an internal order and assign budget to it.
Every time expenses incurred towards building construction SAP
allows up to the budget amount fully consumed.
 What is profit center accounting?
o By implementing profit center accounting, profitability reports
can be generated plant/branch/location wise.
o General definition is a geographic location where in expenses are
incurred to manufacture a product revenues are generated by
selling that product.
 How the expenses and revenues are updated to a profit center?
o At the time of expense posting user needs to enter cost center, in
the cost center master record profit center is assigned through
cost center to profit center derivation expenses will be updated in
a profit center.
o Revenues will be updated to profit centers through default
account assignment – OKB9
 What is the need of a dummy profit center?
 o Whenever system cannot derive profit center onto line item, it
updates to dummy profit center. On the month end management
will take a decision on how to distribute values in the dummy
profit center.
 Can we create P&L and Balance sheet statements profit center wise?
o Yes we can create additional P&L and balance sheet statements
profit center wise to generate profitability reports.
o Postings made against balance sheet accounts will be updated to
relevant profit center with the combination either company code
and plant OR company code and business area
 What is the use of product costing and what are the methods available.
o To estimate a single product cost product costing module will be
used –
o product cost by sale order - MTS
o product cost by production order - MTO
o product cost by period – Product cost collector
 What is CO – PA
o Controlling profitability analysis, by using which profitability
reports can be generated for different dimensions.
o Profitability segment in CO- PA is also a cost object, whenever
operating concern is configured in system new tables will be
generated to store the META data – apart from COPA in no other
place new tables can be generated.
 What is a profitability segment?
o It’s a combination of few characteristics or one characteristic is a
segment – EX: customer master data
 What are characteristics and value fields?
o If customer master is a characteristic then customer number is a
value field
o If sale order is a characteristic, quantity in the sale order is value
field
 How many tables will be generated when COPA is configured?
o 4 tables will be generated –
 o Table 1 – Actual data
o Table 2 – planning data
o Table 3 – segment data
o Table 4 – totals
 What is a report painter?
o In COPA we will configure output reports for the predefined
characteristics and value fields this process is called report
painter configuration.

o Integration – FI -MM
 Explain P2P cycle?
o Purchase to payment is a process of procurement which involves
or integrates FI AP module with MM –
o Steps –
 PR creation by stores – ME51N
 PO creation by purchase dept. against to PR – ME21N – No FI doc
 Goods receipt (GR) – MIGO
o Acc entry – INV RM DR – GR/IR clearing CR
 Invoice receipt (IR) – MIRO
 o Acc entry- GR/IR clearing DR - Vendor CR
 Payment – APP
o Acc entry – Vendor DR - Bank check issue CR
 Do we get acc document at the time of PO creation?
o No, its just a commitment with vendor to provide the material
 What is the T-Code for FI-MM integration for configuration?
o OBYC, assign GL accounts against MM transaction keys for
automatic postings
o EX: For transaction key BSX assign inventory raw material
balance sheet GL account
 What is the movement type used at the time of goods receipt?
o 101 – for Goods receipt
o 102 – for goods cancelation
 What is the t-code used to set clear status for GR IR GL account line items
posted during a month?
o F.13
 What is O2C cycle?
o Order to cash the process involves FI and SD module integration
 Explain O2C process cycle, FI-SD integration?
 sale order creation – VA01
 delivery to customer – VL01N
 Billing customer – VF01
 incoming payment – F-28