INDEX

FINANCIAL ACCOUNTING BASIC SETTINGS Define Company Define Company Code Assign Company Code to Company Define Business Area Define Fiscal Year Variant Assign Fiscal Year Variant to Company Code Define Posting Period Variant Assign Posting Period Variant to Company Code Define Open and Close Posting Period Define Document Type and Number Ranges

 Define Field Status Variants Assign Field Status Variant to Company Code Define Chart of Accounts Assign Chart of Accounts to Company Code Define Accounts Group Define Retained Earning Account Define Tolerance Groups Define Tolerance Groups for Employees

Define Company( Group in Normal ): Company: The smallest organizational unit for which individual financial statements are created according to legal requirements. A company can include on or more company codes. When project is started Group Company Name in SAP Company should be defined. Path for defining Company as in Example Project ROYAL . SPRO : SAP Project Reference Object Path: Tool > Customizing > IMG > SPRO > Execute Project Click on SAP reference IMG Button 1. Define Company Path: SAP Reference IMG > Enterprise Structure > Definition > Financial Accounting > Click on IMG Button (OX15) Select New Entries Button IMG: Implementation Guide

Company : ROYLG Company Name : ROYAL GROUP Name of company 2 : Detailed information Street : Post Box : Postal Code : City : Country : Language : Currency :

3rd Street JAYANAGAR 560030 BANGALORE INDIA EN INR

Select Save Button ( or) Ctrl + S Buttons for saving the Company Information. Once the Company information is saved, SAP will generate one Transport Request. Every time it saves 2 files. One in Client 800 and 2nd one in Transport Request with Key Number. By default gives the latest transport request we have to create our own transport request and save in the request. We need to create separate request for each and every step. All FI Basic settings will be saved in one request For Example Project we create 6 requests like below. 1. Basic Settings 2. General Ledger 3. Accounts Payable 4. Accounts Receivable 5. Asset Accounting 6. Controlling

How to creation our own request: Select create button or F8 give short description Create request Short description: FI Basic settings for RYOAL GROUP Financial .

Press enter Once again to save in the message data was save. Data was save in 2 places i) Client 800 ii) Transport request

Company Code
Smallest organizational nit of external accounting for which self contained set of accounts can be created.

Define Company Code, Transaction Code - (OX02)

SPRO---> to go directly to SAP Reference IMG Button. So whenever we are customizing , no need to give full path up to SPRO. We can give SPRO directly in command field to go directly to SAP reference IMG Button Screen. SPRO option will be activated only for Consultants . End User Job is without SPRO Option. So Path for defining the Company Code is as follows: SPRO > Enterprise Structure > Definition > Financial Accounting > Edit, Copy, Delete, Check Company Code( Select IMG Activity Button here) >Double click on Edit Company Code Data---->Select New Entry Button ( Screen like below will open)

Company Code : SSCL Company Name : South Steel Costing Pvt Ltd Address : #22, MADHAPUR City : HYDERABAD Country : INDIA Currency : INR Language : EN Select Save Button or CTRL + S for saving. Once Saved New Screen Will open.

Press enter to select our request button select drop down button select request number Select CRTL + F find enter ROYAL press enter double click on request number. Select your request number press enter to save in your request we get a message data was saved.

above screen we have to give Double click on basic settings for ROYAL GROUP Financial than below screen will display and again select enter button and we get a massage data was saved.

Assign company code to company (OX16)

Path: SPRO ----- > Enterprise structure -------- > Assignment -------- > financial accounting --------- > Assign company code to company > Select IMG Button

Here above Screen we have to Select Position Button again below screen will display select company code from drop down button SSCL press enter.

Here we select Find Button from below Screen and enter company code and enter

above screen we select company code SSCL and Enter again will screen display below and we select company (ROYLG) from drop down button

Above screen we select Find Button and type Company ROYLG and enter and put Enter and again below screen will display

Here Ctrl+S or select Save Button one screen display below

Here we create our own Request and select enter button and we get a massage data was saved.

Business Area: Organizational unit of external accounting that corresponds to a specific business segment or area of responsibility in a company. Financial statements can be created for business areas for internal purposes. (BS & P&L A/C). Business area assignment to company code is not required. Define Business Area T-Code OX03
Path: SAPRO > Enterprise Structure > Definition > Financial Accounting > Define Business Area Click On New Entry Button or F5

Than Below Screen Appear in that screen we have to give our Business Area Business Area Description BAN BANGALORE BUSINESS AREA HYDR HYDERABAD BUSINESS AREA DELI DHELI BUSINESS AREA MUAB MUMBAI BUSINESS AREA PUBA PUNE BUSINESS AREA CHNB CHENNAI BUSINESS AREA

Select Ctrl +S or Save Button

Select Enter Button and Save Our Request , we get a message data was saved

Definition of Fiscal Year

Usually a period of 12 months for which a company regularly creates financial statements and check inventories. A fiscal year is divided into posting periods. One fiscal year variant can be used by several company codes. A fiscal year can have a maximum of 12 posting periods and 4 special periods. To get profitability ay different stages we use special periods. Fiscal years are always year independent. Year Independent fiscal year variant: If the fiscal year of a fiscal year variant uses the same number of periods and the posting period always start and end at the same day of the year the variant is called year independent. Shortened fiscal year variant: One year fiscal year variant has less posting periods that the other it is called a shortened fiscal year. A shortened fiscal year must always be defined as year dependent.

Year dependent fiscal year: Deselect the year dependent check box. If we select the check box every year we should define fiscal year variant. Deselect calendar year check box. If we select this check box irrespective or the periods. what we have specified system will take calendar month year as its fiscal year.

If Companies in

Fiscal Year Period

Fiscal Year Variant V3 K4 V6 V9

Indian Companies US Companies Some Companies Follow

April to March + 4 Special Periods Jan to Dec + 4 Special Periods July to June + 4 Special Periods Oct to Sep + 4 Special Periods

If Fiscal Year period is from Aril2013 to March2014, in SAP it is called as Fiscal Year 2013 If Fiscal Year period is from July, 2013 to June, 2014, in SAP it is called as Fiscal Year 2014 If Fiscal Year period is from Oct, 2013 to Sept, 2014, in SAP it is called as Fiscal Year 2014 Logic behind this is based on Number of Months covered in Next Calendar Year. If in next Calendar Year period is above 6 months, call it as Next Year. Otherwise with the same year. Ex: No. of Months in Period 2013 2014 SAP Year(Fiscal Year) April, 13 to March, 14 9 3 2013 July, 13 to June, 14 6 6 2013 Oct, 13 to Sept, 14 3 9 2014

What are Special Periods: For Fiscal Year 2013 i.e. Accounting Period from April, 2013 to March, 2014, March 2014 will be the last month. In SAP it has 4 special periods for March, 2014 No. in Financial Year Month April 1 March 12 Normal Periods March 13 March 14 March 15 4 Special Periods March 16 Special periods are part of last period in that Fiscal Year. In this ex. March, 2014

HOW SPECIAL PERIODS WILL BE USEFUL Entries made up to the Profitability of Accounts Department will be posted up to period 12 Entries made for Management Adjustments will be in the period 13 Entries made for Auditors Rectifications will be in the period 14 When we want to see the Report: Period Report We View From To 1 12 Profitability Finalized by Accounts Department 1 13 Profitability Suggested by Management 1 14 Profitability Finalized by the Auditors 14 14 To see the list of Rectification Entries suggested by Auditors

How to Convert Calendar Year to Accounting Year Periods:

SAP by default know only calendar year ( Jan Dec) as accounting year( Fiscal Year) below is the process to convert the calendar year to accounting year Conversion for Accounting Year from Apr, 2013 to Mar, 2014 (fiscal Year 2013)
Months Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1 2 3 4 5 6 7 8 9 10 11 12 Days 31 29 31 30 31 30 31 31 30 31 30 31 Periods 10 11 12 1 2 3 4 5 6 7 8 9 Year Shift -1 -1 -1 0 0 0 0 0 0 0 0 0

Define Fiscal Year Variant (T-Code OB29) Path: SPRO Financial accounting Financial accounting Global settings Fiscal year Maintain fiscal year variant (Maintain shortened fiscal year) Select New Entries Button The below screen will dispelled in that in we have to fill the accounting year details ( FISCAL YEAR) details
FV Description Year Dependent Calendar Year NO. of Posting RY April to March for ROYAL 12 No. Of Special Periods 4

The above Screen select Save Button or Ctrl+S, again below screen appear , here we have to create our request, select Enter Button , we get a Massage Data was Saved

Deselect the year dependent check box. If we select the check box every year we should define fiscal year variant. Deselect calendar year check box. If we select this check box irrespective or the periods. what we have specified system will take calendar month year as its fiscal year.

In Screen first select FV(fiscal year variant) and Double click on Periods Folder, the below screen will display , in that screen select New Entries Button

The above screen we select Save Button or Ctrl + S , We get a message data was saved

Assigning Fiscal Year Variant to Company Code ( T- Code OB37) Path: SPRO > Financial Accounting> Financial Accounting Global Setting>Fiscal Year>Assign Company Code to a Fiscal Year Variant Select IMG button Select Position Button Give the company code : SSCL enter Fiscal year variant select RY from drop down button Press save button enter to save in your request. We get message data was saved. In the live environment we take V3 as the fiscal year for April to march

In the above screen select FISCAL YEAR VARIANT (RY) from drop down button, if we select drop down button again one screen will display below

In the above screen select Find Button and enter fiscal year variant (RY) Enter, again Enter than one screen display below

In the above screen select Save Button or Ctrl + S, Customizing Request screen will display below

In below screen select Enter Button we get a message data was saved

Posting period variant: In order to manage identical posting periods in several posting periods in several company codes, maintain one posting period variant. It controls which posting periods both normal and special or open for each company code. Posting period variants controls the opening and closing of posting period for each company code. Here we define which periods are to be open for posting purpose. In all other software, closing of the period is there. Once we selected closing the periods, end user cannot enter any documents before to that period. But in SAP Open period is there. If we open period for entering documents, the periods before to that and after that periods, end user is not able to enter any document. Once we open the period, automatically other periods will be closed. We can enter any document between the dates of the open periods only Ex: If we declared profitability up to June, 2013 and we want to open periods from July. 2013 to March, 2014. in SAP we call it as 4.2013 to 12.2013 For Opening and Closing of periods we have two options in SAP Ex. are below

Options SSCL

Company Codes GCL MISL

Option 1 All the Company codes will open & close Periods at the same time and same periods There are 3 steps in opening & closing of Periods. A. Define Posting Period Variant X to PP Variant Option B. Assign Company Code to PP Variant X to SSCL X to GCL X to MISL C. Define Open & Closing periods for Variant

Practically this option is not possible as all the company codes are not able to close books at the same time . For that purpose SAP has given Option 2. Option 2: SSCL GCL MISL A. Define Posting Period Variant To PP Variant Option X X X B. Assign Company Code to PP Variant C. Define Open & Closing Periods for variant For X July.13 to Mar,14 For Y Apr,13 to Mar,14 For Z Jun,2013 to July 2013

X to SSCL

Y to GCL

Z to MISL

4,2013 to 12, 2013 1,2013 to 12.2013 3,2013 4,2013

Define Posting Period Variant ( T-Code OBBO) Path: SPRO > Financial Accounting > Financial Accounting for Global Settings > Document > Posting Periods > Define Variant for Open Posting Periods Select New Entries Button Variant : SSCL Name : Posting Period Variant for SSCL

In above screen select SAVE button, again one screen display below

In above screen select Enter button , we get a message data was saved

Assign Posting Period Variant to Company Code ( T- Code OBBP) Path: SPRO > Financial Accounting > Financial Accounting for Global Settings > Document > Posting Periods > Assign the Variant to Company Code Select Position Button Select Company Code (SSCL) and Press Enter Select the Variant from Drop down button

In above screen enter Company Code ( SSCL ) and select Enter one screen display below

In the above screen select VARIANT(SSCL) from drop down button if we select drop down button one screen will display below

In the above screen select Find Button here type Variant (SSCL) and select enter and again enter one screen display below

In the below screen select Save Button , customizing request screen will display below

In below screen select Enter Button, we get a message data was saved

Open and Close periods for variant: You define posting periods in your fiscal year variants. You can open and close these posting periods for posting usually only the current posting period is open for posting all other posting periods are closed, at the end of this posting period. The period is closed and the net posting period is opened. Posting period variant should assign to company code. Open and close periods should assign to posting period variant and not to company code.

Open & Close Posting Period Variant ( OB52)

SPRO > Financial Accounting > Financial Accounting for Global Settings > Document > Posting Periods > Open and Close Posting Periods
Select the New Entries Button Variant SSCL A + (Valid for all account type) From Account -To Account -From Period1 1 Year 2013 To Period 11 Year 2013 From Period2 12 Year 2012 To Period 12 Year 2012 AUGR We have to fill above details in the below screen

In the above screen select Save Button, again one screen will display below

In the below screen select Enter Button, we get a message data was saved

In live environment Production Server is On and Every Day so many entries has pass on the system. For every mount transactions it is need to we open the periods but in the production server no one has the customization access So it is mandatory to open every period for transactions if we open all the period at a time user will misuse that area, for that SAP has given authorization group only manager level or higher level has authority to open and close the periods. Here BASIS Consultant has assign the manager User Id in the authorization group . So SAP has given the option to end user for open the periods at the end user level open and close posting period Path: Accounting > Financial Accounting > General Ledger > Environment > Current Settings > Open & Close Posting Period Variant (T-Code S_ALR_87003642) Select Position Button Posting Period Variant (SSCL) Select Save Button

Document Types and Number Ranges At the time Demo we are discussed about Departments. Account Dept. Store Dept. Sales Dept. (Accountant) (Store Person) (Sales Person) Accountant has pass one entry 1 Store person Pass one entry 2 Sales person has sale one item 3

All departments they want to start their ranges from 1. But it is not possible to every department has Sl no is 1. In the live environment, number ranges are not transported to production server. It will define by respective dept heads. At the time of customization all department heads sit together and decide what will be the account dept. Sl no will Start. Same thing for the other department they are decide and tell them the consultant. According to their decision consultant has customize the document number and number ranges. Account department head they decide their Sl no is start from 1 to 100000 Purchase department head they decide their Sl no is start from 100001 to 200000 Sales department head they decide their sl no is start from 200001 to 300000 In the normal accounting we say it Voucher in SAP it is Document. SAP has given the Documents types 1. SA - 1 General Ledger 2. RE - 2 Purchase 3. RV - 3 Sales

Number Range: Number range is two types. 1. Internal: The system will generate the number. 2. External: The user has to give the number. One number range can be assigned to one or more document types. Number range for document type is company code dependent. The number range must not overlap. The number range may be year dependent or independent. You can define number ranges for each company code, this code can use the same number interval. You can define no. range intervals as year specific. You can also define alphanumeric no. ranges in this case the document no. can only be assigned externally. For every no. range you must specify the following things 1.Account key 2.Account validity date until which the no. range is valid.

14. Define Document Types and number ranges

Path: SPRO>Financial Accounting>Financial Accounting Global Settings>Document>Document Header>Define Document Types T-code: OBA7 Select Position Button Document Type - SA Select details button Select Number range Information button Select Company Code- SSCL Select Change Interval Button Select Insert Interval Button No. 1 Year 2013 From Number 1 To Number 100000 Current Number 0 Ext Press enter Save it press enter Ignore the warning message press enter We get message Change were saved.

Select Enter the below screen will display,

In above screen select SA Document type and select Details Button (Ctrl+Shift+F2) again below screen will display

In the above screen you have select Number Range Information , the below screen will display in below screen give company code(SSCL)

In above screen we have to select Intervals Button the below screen will display

In above screen select Insert Interval Button(Shift+F1), the below screen will display in the below screen we will give the details No. 1 Year 2013 From Number 1 To Number 100000 Current Number 0 Ext Press enter Save it press enter Ignore the warning message press enter We get message Change were saved.

Here select Enter and Save Button(Ctrl+S) one warning message will display , again select Enter we get a message the changes were saved

Current number it shows the right now which document number is being used. Ext Check box leaves, blank Deselect the external check box because we are posted so many entries on regular basis and it not easy to maintain manually. So that ext check box is not selected. If ext check box is not selected SAP has taken document number internally. SAP has given two Types for posting the entries SAP has given two Types for posting the entries Option 1 Option 2 1. Year Specific 2. Common for all years It is specific for same year It is for all year Here we customize for the year 2013 Year is 9999 9999 it means it is applicable for all years If we are looking above example in option 2 we can't track how many documents are posted every year. Same thing in option 1 here we know how many documents are posted in which year. Companies are follow option 1.

Field Status Variant and Field status Groups

Field status groups are used to control the screen appearance for document posting. The achieved through general ledger account by assigning field status group to general ledger account or through posting key. Fields, which must have an entry, can be made Required Fields. Fields that can be entered, but are not required can be set to optional entry. Fields, which is not required, can be suppressed.

At the time of accounts creation on screen so many fields are appear. More than 1000 accounts are created in SAP. So it is very tough to post every filed on regular basis and it is also take too much time for posting one entry. SAP has given for ever accounts more than 70 fields. And system has give 45 field status groups. If suppose we are posting 70 fields for one entry so it will takes too much time. In account we post any transaction it means 1 Debit is 70 fields 70 2 Credit is 70 fields 70 total number of fields 140 SAP has given field status group It is 3 types 1. Suppress 2. Required 3. Optional

Example Quantity field It is related to purchase, sales departments So quantity field is required for purchase any things But Repair it is not mandatory the quantity field. According to this field which fields are suppress which fields are required and which fields are optional. According to that fields are appear on the screen at the time of choose any account for post entries. Steps: 1. At the time of posting we assigned Field status variant group to company code. 2. At the time of accounts creation we specify which fields are required, which fields are optional and which are suppressed. 3. At the time of accounts selection for the entries we specify the fields according to that fields are appear on the screen. 4. Field status groups are creating under the field status variant.

Field status group General Bank Material Cost etc. Afterwards we create the two accounts and post the entry. Cash A/c To Preference Share Capital a/c Bank General I I Text (narration), Business Area, Value date Text (narration), Business Area Required Required

All the required fields are appear on screen with tick mark or question mark. It means system not permitted to go on next screen without give the inputs in that fields. All the optional fields are appear on screen with but it permitted move to go on next screen without put any inputs or not. All the suppress fields are not appear on the screen when we select the account for the posting.

Define the field status Variant (T-Code OBC4)

Path: SPRO> Financial Accounting>Financial Accounting Global Settings>Document>Line item>Controls>Define Field Status Variant Select Position Button Field Status Variant - 1000 press enter Select 1000 field status variant Click on Copy as button Change the field status variant - SSCL Change the field status name - Field status variant for SSCL press enter Select copy all button we get message number of dependent entries copied 47. press enter Save press enter to save in your request

Select position Button Field status variant SSCL press enter Select SSCL field status variant Double Click on field status group folder Select field status group G001 General (with text, Allocation) Double click on it Double click on General Data Select the Text field is required entry radio button Click on the Next Group button. Select the Business area field is required entry radio button Save and press the enter to save in your request.

Select field status group G005 Bank Accounts(Obligatory value date) Double click on it Double click on General Data Select the Text field is required entry radio button Click on the Next Group button. Select the Business area field is required entry radio button Select 2 times next group button Select Value Date is required entry radio button save we get message data was saved. In the SAP three types of date 1. Document Date Not modifiable 2. Posting Date Not modifiable 3. Value Date Modifiable 1. Document Date it means on which date post the entry. Once the entry will post we cannot change the date. SAP is not permitted to change the document date.

2. Posting Date: It is default date (i.e. server date) SAP has automatically taken the date whatever the date is going on the server and it is also not changeable. 3. Value Date: SAP has given the concept of Value date it is modifiable or changeable. It is effective date. Suppose we are taken a loan from the bank as on 10 th Jan 2014. The bank will be calculated the interest on the same date. In the SAP we post the loan entry on 11th Jan 2014 then SAP will calculate the loan interest on 11 th Jan 2014. Where as bank calculate the interest on 10 th above example loan interest amounts are differ from the bank and SAP. For that amount calculation is not going wrong thats why SAP has given the Value Date Concept. Here we change the date according to the respective date of bank for loan interest calculation date. Now SAP and Bank loan interest amount is same.

Here select Enter the below screen will display

In the above screen select 1000 field status name and select copy as Button(F6) in the below screen

Change the field status variant - SSCL Change the field status name - Field status variant for SSCL press enter Select copy all button we get message number of dependent entries copied 47. press enter Save press enter to save in your request

Select position Button Field status variant SSCL press enter Select SSCL field status variant Double Click on field status group folder Select field status group G001 General (with text, Allocation) Double click on it Double click on General Data Select the Text field is required entry radio button Click on the Next Group button. Select the Business area field is required entry radio button Save and press the enter to save in your request.

In the above screen double click on General Data

In the above screen Select the Text field is required entry radio button Click on the Next Group button.

In the below screen Select the Business area field is required entry radio button Save and press the enter to save in your request.

Select field status group G005 Bank Accounts(Obligatory value date) Double click on it Double click on General Data Select the Text field is required entry radio button Click on the Next Group button. Select the Business area field is required entry radio button Select 2 times next group button Select Value Date is required entry radio button save we get message data was saved.

Assign Company Code to Field Status Variants (OBC5)

Path: SPRO >Financial Accounting>Financial Accounting Global Settings>Document>Line Item>Controls> Assign Company Code to Field Status Variants Go to position button select company code SSCL Press enter Select field status variant (SSCL) from the drop down button Save it and press the enter to save in your request. we get message data was saved.

Chart of Accounts Chart of Accounts is set of Accounts or Account Group. Structure of Account creation: Chart of Account>Account Group> Accounts This is a list of all general ledger used by one or several company code. For each GL account it contains the account number, account name and the information that controls how an account functions and how a GL account is created in the company coed. The same chart of accounts has to be assigned one or more company codes.(Its operating chart of accounts)

Operating Chart of Accounts: The chart of Accounts contains the GL accounts that you use for posting in the company code during daily activities. Financial Accounting and Controlling both use this chart of accounts. Group Chart of Accounts: The group chart of accounts contains the GL accounts. That is used by the corporate group. The assignment of group chart of accounts to company code is optional. Country specific chart of Accounts: The country specific chart of accounts contains all GL accounts needed to meet the country's legal requirement. This is allows you to provide statements for the country's legal requirement (It is optional).

General Scenario creating accounts 100001-Equity Share Capital Account 100002-Cash Account 100003-Preference Share Capital Account 100004- SBI Bank Account We want to see the statement of current assets we search 1 by 1 account. It takes too much time . We want to see the statement of profit & loss account and balance sheet we search 1 by 1 account. It takes too much time. For not take too much time and easily check the balances, statements and details of particular accounts SAP give the Chart of account

There are two types for creating chart of accounts Option 1 SSCL GCL MISL Some Companies they are following same coding accounts number for the other company codes salaries account 100000 100000 100000 Option 2 SSCL GCL MISL Some Companies they are following separate accounts coding for different company codes Salaries Account 100000 200000 300000 If we are going for the 1st option we not need to create any other account for consolidation If we are going for the 2nd option we need to create other Group account for consolidation. In live environment companies follow option first.

Create Chart of Accounts

Path: SPRO >Financial Accounting>General Ledger Accounting>G/L Accounts>Master Data>Preparations>Edit Chart of Accounts List Select IMG Activity button T-code: OB13 Click on New Entries Button Chart of Accounts : SSCL Description : Chart of Accounts for SSCL Maint. Language : English Length of G/L account Number : 6 max10 (we are taking 6 digit) Controlling integration : Manual creation of cost element If we go for the second option we define group chart of account We are follow 1st option Click on save button and press the enter to save in your request. We get a message Data was saved.

Assign the company code to Chart of accounts

Path: SPRO>Financial Accounting>General Ledger Accounting>G/L Accounts>Master Data>Preparations>Assign Company Code to Chart of Accounts Select IMG activity button T-Code: OB62 GO to Position button Select Company code(SSCL) from drop down enter Select Chart of account from drop down SSCL save press enter to save in your request. We get a message Data was saved.

Account Groups:
When we are creating GL accounts we must specify account group. The chart of account contains different types of a count grouping or putting of same type and nature of accounts under one name or account is called account groups. All liabilities account should start with 1 All Asset account should start with 2 All Income account should start with 3 All Expenditure Account should start with 4 We create Equity share capital account in between 100000 to 100099 We create Cash account in between 200000 to 200099 We create Sales account in between 300000 to 300099 We create Salaries account in between 400000 to 400099 We want to see the details of liabilities account we search 1* We want to know about the current assets balances we search 2*. If any balance is there it will appear otherwise not.

Define Account Group

Path: SPRO>Financial Accounting>General Ledger Accounting>G/L Accounts>Master data> Preparations> Define Account Group Select IMG activity button T-Code OBD4 Select New Entries Button We have to fill below details in required fields

Chart of accounts

Account Group SCPL RSPL ACDN SCLN UNSL CLPR FAST CALA SALE OTHER INCR RMEL PRSN MFRE ADMN INTR DEPR

Name Share Capital Reserves & Surplus Accumulated Depreciation Secured Loans Unsecured Loans Current Liabilities & Provisions Fixed Assets Current Assets loans & Advances Sales Other Incomes Increase/Decrease in Stock Raw Material Consumption Personnel Cost Manufacturing Expenses Administration Expenses Interest Depreciation

From Account 100000 100100 100200 100300 100400 100500 200000 200100 300000 300100 300200 400000 400100 400200 400300 400400 400500

To Account 100099 100199 100299 100399 100499 100599 200099 200199 300099 300199 300299 400099 400199 400299 400399 400499 400599

SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL SSCL

In above screen select Save Button or Ctrl + S , one screen will display below, here select Enter, we get a message data was saved

Retained Earnings Account: At the end of fiscal year the balance in the profit & loss account must be transferred to balance sheet account. To automatically carry forward the balance by the system to the retained earnings accounts define one or more profit & Loss statement account types per chart of account, assign them to retained earnings account. In year end All Profit & Loss Account balances Transfer to Surplus and Profit & Loss A/c (Reserve & Surplus) Retained Earning Accounts Same Balance of Balance Sheet are Carry forward for next year As an Opening Balances for next year SAP gives it is mandatory field to define at the time of customization because consultant is not available at the year end.

Define Retained Earnings Account (T Code OB53)

Path: SPRO>Financial Accounting>General Ledger Accounting>G/L Accounts>Master Data>Preparations>Define Retained Earnings Account Select IMG activity button Chart of Accounts : SSCL Press enter P&L Statement Acct Type : Account X 100100 Press Enter ignore the warning message and press enter save in your request press enter

Press Enter below screen will display

In the above screen Press Enter Button ignore the warning message and press enter save in your request press enter

Tolerance Groups: Tolerance group used to define permissible limits to employees or user to enter document/payment/receipt. And to allow cash discount and accept differences in under/over payments/ receipts. Tolerance is give at account level and not at transaction. Basically it concept is open item management. It means payable, paid and cleared items. In the month end so many provisions are done like that salaries, rent, wages, Vendor wise payment, customer wise receivables etc. At the time of payment it some amount will full paid. Some amount will partial paid it means a part of total amount some amount will paid and rest amount will pay afterwards. Total amount is 100000 Partial payment is 40000 Balance is 60000

1. 2. 3.

1.

2.

How much amount is paid how many partial payment is done we are don't know. For that purpose we want to see the details of full payment and partial payment. Full payment open item radio button - It means entire amount are paid. Only Paid items Partial payment open item radio button - It means how much amount is paid against which invoice. Only payable items Cleared Items radio button Payable + Paid items (Full paid) At the time of accounts creation we define the tolerance group. In the SAP given the option Tolerance i.e. Payment Differences. Tolerance Group is two types: GL accounts Tolerance Group a. Receipts/Payments transactions b. Mandatory area. Employee Tolerance Group

Employee Tolerance Group It is the mandatory area to define tolerance group for create the accounts in SAP. Users don't know how much amount is keep for tolerance for whom. Thats why we keep the tolerance group is Blank. If we create tolerance group blank system expect it is already assigned. Tolerance Group is basically amount tolerance, percentage tolerance or both. Tolerance group It is debit or credit.

Define Tolerance Group (OBA0)

Path: SPRO>Financial Accounting>General Ledger Accounting>Business Transactions>Open Item Clearing >Clearing Differences>Define Tolerance Groups for G/L Accounts Select New Entries Button Company Code SSCL Tolerance Group Blank Tolerance group for SSCL Debit Posting : 0 Percentage : 0 Credit Posting : 0 Percentage : 0 Select Save button and press enter to save in your request. We get message data was saved In the Live environment we keep the tolerance group is blank it means SAP expect already tolerance group is assigned for the company code.

Employee Tolerance Group

It is for upper limits for tolerance amount for user wise. 1. Manager is posting Rs1000000 amount invoice and he is given Rs2000 for tolerance 2. User is post an entry of Rs. 100000 amount and he will give rs 100 for tolerance. 3. Another user they had post an entry for rs 200000 invoice and he had given tolerance amount is 5%.

Define Tolerance Groups for Employees Path: SPRO>Financial Accounting>General Ledger Accounting>Business Transactions>Open Item Clearing> Clearing Differences>Define Tolerance Groups for Employees T-Code OBA4 Select New Entries Button Group : Blank Company Code : SSCL Amount Per Document 9999999999 Amount per open item account item 1000000 Cash Discount per line item 10 Permitted payment difference Blank Select Save button and press enter to save in your request. We get message data was saved

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