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Title: Enter Accrual Deferral Document 11/20/07Functional Area : Finance

Process : General Ledger

File name:~BPP_FI_GL_FBS1_ENTER_ACCRUAL_DEFERRAL_DOCUMENT_112007.DOC

Version:09 FinalLast Modified:11/30/2007

Work InstructionPage 1 / 16

Work Instruction

Enter Accrual Deferral Document 11/20/07 FBS1

Purpose

Use this procedure to enter an accrual/deferral document. The Financial Reporting department willbe utilizing this transaction to enter accrual documents at month end.

Trigger

Perform this procedure at month end when accounting accruals are necessary to accrueexpenditures or revenues for that fiscal month or year end. These documents will not automatically

reverse in the next fiscal period. Therefore, to reverse an individual accrual document or a rangeof accrual documents, execute transaction F.81 Reverse posting for Accrual Deferral Document.

Prerequisites

None

Menu Path

Use the following menu path(s) to begin this transaction:

Select SAP Menu Accounting Financial Accounting General Ledger PeriodicProcessing Closing Valuate FBS1 Enter Accrual/Deferral Document.

Transaction Code

FBS1

Helpful Hints

Accrual/Deferral documents cannot be parked or held in a draft status. If the accrual/deferraldocument is entered incorrectly, a manual reversal must be entered and then theaccrual/deferral document must be re-entered.


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Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click .


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Enter Accrual/Deferral Doc.: Header Data

3. As required, complete/review the following fields:

Field Name R/O/C Description

Document Date R The document date is the date on which the originaldocument was issued.

Example: 05/22/2007

Type R Example: KZ - Vendor invoice

Example: SA


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Company Code R The Company Code is an organizational unit within financialaccounting.

Broward County Public Schools (BCPS) will only beusing one company code. This field should always beSBBC.

Example: SBBC

Posting Date R The date on which a transaction in SAP will be posted to theappropriate accounts. SAP will default this field to be thecurrent date, but changes are allowed. For items to be postedin a future or past period, you must enter the posting date.

Example: 05/22/2007

Period O Unit that subdivides a fiscal year.

Example: 11

Document Number O The unique identification value assigned to a business eventas it is processed in SAP; the system automatically createsand assigns document numbers as each document is posted--manual assigning of document numbers is not possible.

Reference O Allows for further clarification of an entry by reference to othersources of information, either internal or external to SAP. AnySAP-posted document number can be used as a "reference"when entering a new document.

Doc.Header Text O The document header text contains explanations or noteswhich apply to the document as a whole, that is, not only forcertain line items.

Example: ACCRUE IMPACT FEES

Trading part.BA O Description of the Trading part.BA.

Reversal Reason R Description of the Reversal reason.

Example: 05 Accrual/deferral posting

Reversal date R Description of the Reversal date.

Example: 06/01/2007

4. Click to proceed to the Enter Accrual/Deferral Doc: Header Data to enter the first line item forthe document.


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Enter Accrual/Deferral Doc.: Header Data



PstKy R Two-digit numerical key that controls how line items areposted.

Example: 40 for debit

Account R Unique identification number. SAP uses several kinds of

accounts. SAPs general ledger accounts are similar tostandard in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable), vendors(accounts payable), and asse

Example: 11220100


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6. Click to proceed with the document line items.Enter Accrual/Deferral Doc. Add G/L account item



Amount R The dollar value of transaction line item(s).

Example: 10000.00


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Fund R A fiscal and accounting entity having a self-balancing set ofaccounts, recording cash and other financial resourcestogether with all related liabilities and residual equities orbalances, which are segregated for the purpose of carryingout specific activities in accordance with specific regulations,restrictions or limitations.

Example: 3931

Functional Area O Cross-organization FM object used to divide organizationalcosts according to functional aspects, activities or programs tomeet legal or internal reporting requirements.

Funds Center O A clearly defined area of responsibility in Funds Management.The funds center is an organizational unit within a FinancialManagement area to which budget can be assigned. Fundscenters are generally structured in a multi-level hierarchy.

Grant O Grants can be defined in SAP as any external reimbursementor funding.

Purchasing Doc. O Description of the Purchasing Doc..

Assignment O A term under which line items are grouped, or assigned toeach other.

Text R Text field for transacation information.

Example: ACCRUE IMPACT FEESPstKy R Two-digit numerical key that controls how line items are

posted.

Example: 50 for credit

Account R Unique identification number. SAP uses several kinds ofaccounts. SAPs general ledger accounts are similar tostandard in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable), vendors(accounts payable), and asse

Example: 43496100

8. Click on the button to display additional field options.


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Coding Block



Business Area R An organizational unit of financial accounting that representsa separate area of operations or responsibilities within anorganization.

Example: 2230

Fund R A fiscal and accounting entity having a self-balancing set ofaccounts, recording cash and other financial resources

together with all related liabilities and residual equities orbalances, which are segregated for the purpose of carryingout specific activities in accordance with specific regulations,restrictions or limitations.

Example: 3931


Funds Center O A clearly defined area of responsibility in Funds Management.The funds center is an organizational unit within a FinancialManagement area to which budget can be assigned. Fundscenters are generally structured in a multi-level hierarchy.

Grant O Grants can be defined in SAP as any external reimbursementor funding.

10. Click to proceed with the line item entry.


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Enter Accrual/Deferral Doc. Add G/L account item


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Amount R The dollar value of transaction line item(s).

Example: 10000.00

Cost Center R An organizational unit within a controlling area that representsa defined location of cost incurrence.

Example: 2230097311

Order O Description of the Order.


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WBS Element O Work Breakdown Structure Element - A structural element ina work breakdown structure representing the hierarchicalorganization of a project. A WBS element describes a task ora partial task that can be divided.

Profit Center O Description of the Profit Center.

12. Click to display additional coding block entry fields.



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Coding Block



Fund R A fiscal and accounting entity having a self-balancing set ofaccounts, recording cash and other financial resourcestogether with all related liabilities and residual equities orbalances, which are segregated for the purpose of carryingout specific activities in accordance with specific regulations,restrictions or limitations.

Example: 3931


Functional Area should be utilized if accruing

expenses.

14. Click to return to the Enter Accrual/Deferral Doc. Correct G/L account item screen.


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Enter Accrual/Deferral Doc. Correct G/L account item



Profit Center O Description of the Profit Center.

Example: %%%

Assignment O A term under which line items are grouped, or assigned toeach other.

Text R Text field for transacation information.

Example: ACCRUE IMPACT FEES

16. Click to proceed with the document.


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Enter Accrual/Deferral Doc. Correct G/L account item

17. Click to post the Accrual/Deferral document.


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Enter Accrual/Deferral Doc. Display Overview

The system displays the message,

" ."

18. You have completed this transaction.

19. Click until you return to the SAP Main Menu.

Result

You have successfully processed an accrual/deferral document.

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Date post:	03-Jun-2018
Category:	Documents
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