Master Data FI

Master Data

Unit Overview

Unit ObjectivesAfter completing this unit, you will be able to:

• Define and use a chart of accounts• Describe the structure of a general ledger account• Control the format of a general ledger account• Name and describe different types of general ledger accounts• Create, maintain, and control general ledger accounts• Describe how you can change several general ledger accounts at the same time

• Explain the advantages and disadvantages of group and country charts ofaccounts

• Describe the structure of customer and vendor accounts• Discuss the similarities and differences between general ledger and customer

and vendor accounts• Control and maintain customer and vendor accounts• Explain relationships between customer and vendor accounts• Maintain bank master data• Define house banks• Create accounts at your house banks• Maintain the links between bank and G/L accounts

Unit Contents .

Exercise 1: General Ledger Accounts ..... ................ ............... 1Lesson: Customer/Vendor Accounts .......... ................. ............... 33

Exercise 2: Customer/Vendor Accounts... ................ ............... 91Lesson: Bank Accounts ......... ................ ................. ..............108

Exercise 3: Bank Master Data............................................113

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Lesson: General Ledger Accounts

Lesson OverviewYou will be introduced into the Master Records of General Ledger Accounts.

Lesson ObjectivesAfter completing this lesson, you will be able to:• Define and use a chart of accounts• Describe the structure of a general ledger account• Control the format of a general ledger account• Name and describe different types of general ledger accounts• Create, maintain, and control general ledger accounts• Describe how you can change several general ledger accounts at the same time


Business ExampleThe accounting manager has decided that the chart of accounts and company codesettings for the G/L accounts can be copied from company code 1000. However,the accounting department requires additional general ledger accounts to processauthorized travel expenses and payments. The expense account numbers must bein a separate number interval.

Figure 18: Chart of Accounts

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The chart of accounts is a variant which contains the structure and the basicinformation about general ledger accounts.You define the chart of accounts with a four character ID.

You define the individual components of the chart of account, for example,language, length of the G/L account number, group chart of accounts, status.The chart of accounts must be assigned to every company code for which accountsare to be set up based on the structure concerned.

Figure 19: Define Chart of Accounts

The maintenance language is the language in which account descriptions aremaintained.

The length of the G/L account numbers can be from 1 to 10 digits.Via the type of integration between general ledger accounts and cost types, youcan control to what extent the cost master record is maintained when you maintainthe G/L account master records of profit and loss statement accounts. You canmaintain cost types manually, however, you also have the option of maintainingthem automatically. When you save a new G/L account, the corresponding costtype is created automatically. The prerequisite however, is that a default value forthe cost element category is defined for this cost element, since if no default valueexists, the system assumes that no cost element is to be created.

You can assign a group account number for each G/L account. This accountnumber is used for cross-company code reporting if the company codes usedifferent charts of accounts. If you enter a group chart of accounts in the chartof accounts, the system defines that you have to enter a group account number in

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the corresponding field in the G/L account definition (required entry field) andchecks whether the group account number you have entered exists in the groupchart of accounts.A chart of accounts that is not yet completed can be blocked so that no companycode can use it until it is ready.

You can get a directory of the G/L accounts in your chart of accounts forinformation or for documentation purposes via report RFSKPL00. You use theG/L account plan to display G/L account master data and to print G/L account lists.

Figure 20: Assigning the Chart of Accounts

Every company code must have a chart of accounts assigned to it. One chart ofaccounts can be assigned to several company codes (variant principle).The Controlling component uses the same chart of accounts as the FinancialAccounting component. If company codes intend to use cross-company codecontrolling, they must use the same chart of accounts. In the example above,company codes 1000 and 2000 can do cross-company code controlling, butcompany codes 2000 and 3000 cannot.

You can use report RFSKVZ00 to view the G/L account directory with chart ofaccount- and company code-specific data.

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Figure 21: Chart of accounts segment

The chart of accounts contains basic information about the accounts. Theinformation for an account is summarized in a chart of accounts segment.It contains:

• Account number• Name of the account (as short and as long text)• Control fields (see the following graphics)• Consolidation fields

You can translate the chart of accounts into other languages in order to be ableto display the account name in the appropriate logon language when displayingmaster data and when posting. If the chart of accounts has not been translated intothe appropriate logon language, the account name appears in the maintenancelanguage.Texts with different information can be assigned to each chart of accounts segment.

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Figure 22: Fields in the Chart of Accounts Segment

The information entered in the chart of account segment for a G/L account appliesto all company codes.

You only enter this information once. Whenever you enter information for acompany code for an account number, the information from the chart of accountssegment is accessed automatically, so you do not have to enter it again.Texts entered for the chart of accounts segment are managed by text ID andlanguage. You can display texts using the report —Account Assignment manual“(RFSKTH00).

You can search for account numbers using keywords.You can define and change the layout of the tab pages for the individual processingof the G/L account master data. You can define:

• The number of tab pages• The title of the tab pages• The field groups that you require and their position on the tab pages• You can select the layouts for central processing, and processing in the chart

of accounts- and company code-specific area. The standard system containslayouts for these editing functions (they start with SAP). You can copy theselayouts, adjust them to meet your requirements, and then assign them to yourchart of accounts or your account groups.

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Figure 23: Company Code Segment

To use one of the accounts from the assigned chart of accounts in your companycode, you must create a company code segment for the account. This companycode segment is added to the chart of accounts segment, and together they formthe account.

The company code segment contains information that refers exclusively to thecompany code concerned. This information controls the entry of accountingdocuments and the management of accounting data.In the graphic —Company Code Segment“, the company code does not use account000002 but another company code in your group may do. This could be, forexample, a foreign currency balance sheet account that is managed in the currencyof the country in which the company code in the graphic does not have anybusiness partners, but another company code in the group does.

Figure 24: Fields in the Company Code Segment

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The company code segment for the same G/L account can be different dependingon the requirements of the company code. For example, you set the —TaxCategory“ indicator for a specific company code to include taxes when expenseaccounts are used. For other company codes, you might not set the indicator.You define the information that is relevant to each company code:

•Currency• Taxes• Reconciliation account• Line item display•Sortkey• Field status group• House bank• Interest calculation information

As mentioned in the graphic for the chart of accounts segment, texts are managedby text ID and language. You can display texts using the report —AccountAssignment Manual“.

Figure 25: One Chart of Accounts, Several Company Codes

Every company code that wants to use an account from the assigned chart ofaccounts has to create its own company code segment. Because the number andname of the account is maintained in the chart of accounts, the account has thesame name and number in all assigned company codes.

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Figure 26: Balance Sheet and P&L Statement Accounts

In the chart of accounts segment, you have to specify whether the account is abalance sheet or a profit and loss statement account.These two types of accounts are treated differently in the closing procedure.

• For balance sheet accounts, the balance is carried forward to the sameaccount.

• For profit and loss statement accounts, the balance is carried forward to aretained earnings account and the profit and loss statement account is set tozero. A key (for example, X) is assigned to the account to which the balanceis carried forward. You enter this key in the field "P&L Statement Type" inthe chart of accounts segment.

In Customizing, users define the retained earnings account that is assigned toexpense accounts during G/L account master record creation. If there is onlyone retained earnings account, the system automatically uses the one defined inCustomizing. If there is more than one retained earnings account, when you createa master record, you can select the retained earnings account for each profit andloss statement account.

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Figure 27: Account Groups for G/L Accounts

Since a chart of accounts contains many different types of accounts, they canbe grouped into different account groups. Usually, one account group groupsaccounts with the same tasks within the general ledger, for example, cash accounts,material accounts, asset accounts, profit and loss statement accounts, and so on.

By assigning a number range to an account group, you can ensure that accountsof the same type are within the same number range. Number intervals for G/Laccount master records can overlap.You must enter the account group in the chart of accounts segment; it controls theappearance of the company code segment of a G/L account. For example, for allof your cash accounts, you want to be able to display all of the line items. InCustomizing, you therefore alter the field status for your —Cash Accounts“ accountgroup to make —line item display“ a required entry field.

mySAP ERP delivers predefined account groups.

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Figure 28: Field Status

The field status enables you to control the display and maintenance of an account'smaster data.

• You can assign fields that you do not use the status Hide.• Fields whose values must not be changed can have the status Display

(even in change mode).•Forfieldswhere you must enter a value, you can define the status

Required Entry.• Fields that can contain an entry, but are not required, can be set to

Optional Entry.

Certain fields are grouped together and their field status is valid for the entiregroup, for example, interest calculation indicator, interest cycle, and last interestcalculation key date.

The fields —Account Currency“ and “Field Status Group“ are always requiredfields. This status cannot be changed.Note: Fields that are hidden may still contain values that are taken intoconsideration.

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Figure 29: Field Status for Master Data

The fields displayed in the general ledger account master record are not onlycontrolled by the account group, but also by the transaction that you are using toedit the master data (transaction-specific control), for example Create, Change,Display. If you do not want certain fields to be modifiable after you have createda master record, specify that a particular field is not modifiable in the —ChangeMaster Data“ transaction in Customizing. For example, you want the currency ofyour cash account to be GBP and you do not want this to be modifiable. In thetransaction —Change Master Data“ in Customizing, assign the status —Display“ tothe relevant field.For each field, the field status definitions from the account group and thetransaction are taken into consideration and the one with higher priority is used.The priorities are (starting with the highest):

•Hide•Display• Required entry• Optional entry

Fields which are accessed with the transaction master record display are alwayseither displayed or hidden, since you cannot make an entry in a "display"transaction.If you do not want to use the transaction-specific control, set the field status forall fields to optional. Since this field status has the lowest priority, the accountgroup-specific control is always used.

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Figure 30: Reconciliation Accounts

Reconciliation accounts are general ledger accounts assigned to the businesspartner master records to record all transactions in the sub-ledger.All postings to the subledger accounts are automatically posted to the assignedreconciliation accounts. The general ledger is therefore always up to date.

You define a G/L-account as a reconciliation account by entering one of thefollowing account types in the field Reconciliation Account for Account Type:

• D for Accounts Receivable• K for Accounts Payable

The reconciliation account is then only valid for the account type specified.

Typical reconciliation accounts are "accounts payable" and "accounts receivable".Note: You cannot post amounts directly to reconciliation accounts.

If you want to look at the business partner accounts assigned to a specificreconciliation account, you can select the field for the reconciliation account in thecustomer or vendor list (RFDKVZ00 or RFKKZV00) via the free selections.

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Figure 31: Line Item Display

Transaction figures are the totals of line item postings on the debit or credit side.The balance is the difference between the debit and the credit transaction figure.

The —Line Item Display“ field is a control field in the company code segmentof an account.

•Foraccounts without —line item display“, only the transaction figures areupdated when documents are posted to these accounts. When a user wants tolook at this account online, they can only view the balance.

•Foraccounts with —line item display“ the most important data from theposted line items is stored in a special index table. Because this data is alsostored in the documents, it is redundant and needs additional storage andsystem time. When a user wants to look at this account online, they can viewboth the balance and the individual line items. You can use report RFSEPA01to subsequently activate the line item display - read the documentation forthis report before you execute it.

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Since the line item display takes up additional system resources, you should onlyuse it if there is no other way of looking at the line items. You should not activatethe line item display for:

• Reconciliation accounts (line items are managed in the subledgers)• Revenue accounts (line items are managed by the Sales order Management

application)• Material stock accounts (line items are managed by the Purchasing

Management application)• Tax accounts (Tax items are only useful in connection with the document;

the tax amounts were already checked when the document was posted.)

Figure 32: Open Item Management

Items in accounts with open item management are specified as open or cleared.Accounts with open item management must have line item display activated.

Open item management is a prerequisite if you need to check whether there is anoffsetting posting for a given business transaction. You can display open andcleared items separately, and therefore it is easy to see which business transactionsstill need to be cleared.You should use open item management for the following accounts:

• Bank clearing accounts• Clearing accounts for goods receipt/invoice receipt• Salary clearing accounts.

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You can only activate or deactivate open item management if the account has azero balance.

Figure 33: Account in Local Currency

You can select one of the following currencies as account currency:

• Local currency• Foreign currencyAs standard, the local currency is proposed as the account currency when youcreate a G/L account.

If the account currency is the local currency, the account can be postedto in any currency. The other currencies are translated into the local currencyfor each line item.Transaction figures are managed for each currency:

• Local currency (total of all posting amounts translated into local currency)• Currency 1 (total of all amounts posted in currency 1, may be the local

currency)• Currency 2 (total of all amounts posted in currency 2)• Currency 3 (total of all amounts posted in currency 3)• And so on.

This applies whether or not line item display is activated.

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Figure 34: Only Balances in Local Currency

If the "Only Balances in Local Currency" checkbox is set in the master datarecord, transaction figures are only managed for amounts converted to thelocal currency.

You should select this field for clearing accounts where you want to clear accountsby assigning items with the same local currency amount with one another, withoutnecessitating exchange rate difference postings.

The indicator must be set in cash discount and GR/IR clearing accounts.

It must not be set in reconciliation accounts for customers or vendors.The indicator is usually set in balance sheet accounts that are not managed inforeign currencies and not managed on an open item basis.

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Figure 35: Account in Foreign Currency

Accounts with a foreign cu rrency as the account currency can only be posted toin this foreign currency.

• Manually

œ One-step: Create both segments simultaneously (centrally)œTwo-step:

1. Chart of accounts segment

2. Company code segment

• Copying

œ Copying an individual G/L account with reference to another G/Laccount

œ Copy the entire company code segmentœ Copy the entire chart of accounts segment

• Data Transfer

œ Transfer a new chart of accounts from an external system

• Create Manually:

œ With the two step method, you create the chart of accounts segmentseparately from the company code segment. This allows you to createthe G/L account only in the chart of accounts segment or in multiplecompany code segments.

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œ Usetheone-stepmethodtocreateaG/Laccountinaspecifiedcompany code. Repeat step 2 of the two-step method, that is, creationin the company code segment, to create the G/L account in additionalcompany codes as needed.

• Creating G/L accounts by copying:

œ To create an account that has the same properties as an existing account,that is, another cash account, create the new account with reference tothe existing account and change the account name accordingly.

œ If all of the G/L accounts in an existing company code are required inanother company code, you can copy the entire company code segmentto the new company code.

œ You can also copy the entire chart of accounts to a new chart ofaccounts, including the account determination. You can also copythe financial statement version.

• Data Transfer:

œ To reduce data entry, programs such as RFBISA00, Batch InputInterfaces for G/L Account Master Data, can be modified by the ABAPteam to transfer new charts of accounts.

Figure 36: Collective Processing

The mySAP ERP System provides collective processing functions for the G/Laccount master records.

You can change the master data in the chart of accounts segment, company codesegment, or the names of several G/L accounts at the same time. The G/L accountscan be from different charts of accounts.

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You can make changes to the displayed G/L accounts:

• You can select the fields to be changed• You can change the values of the fields displayed. Enter the new values

in the column —New“ to replace the existing values. For all G/L accountsselected, the old value is replaced with the new value

NOTE: Changes to existing G/L accounts are effective as soon as they have beensaved and could have far-reaching consequences. You should therefore checkyour changes before saving.

Figure 37: Group Chart of Accounts

For internal purposes, cross-company code reporting may be useful, for example,financial statements that contain the items of several company codes.

This is no problem as long as all company codes use the same chart of accounts.However, some company codes may have to use special charts of accountsbecause of legal requirements. If this is the case, the following procedure appliesfor internal reporting:

•Agroup chart of accounts can be used. This group chart of accounts mustcontain all of the group accounts.

• The group chart of accounts must be assigned to each operational chart ofaccounts. After you have done this, the “Group Account Number“ field inthe chart of account segments of the operational charts of accounts becomesa required entry field.

• You must enter the group account number in the chart of accounts segmentof the operational account. Different accounts of one operational chart ofaccounts can refer to the same group account.

• You must use a financial statement version for the group chart of accounts.

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Disadvantage: Because the company codes use different operational charts ofaccounts, you cannot carry out cross-company code controlling.

Figure 38: Country Chart of Accounts

An alternative to using a group chart of accounts is to use a country chartof accounts. All company codes use the same operational chart of accounts.Company codes that nevertheless require a special chart of accounts for externalreporting have the following option:

• A country chart of accounts is assigned.• The country chart of accounts number (alternative account number) is

entered in every company code segment. Every country chart of accountsnumber can only be used once.

Note: Since all company codes use the same operational chart of accounts forpostings, you can carry out cross-company code controlling.

Disadvantage: Accounting clerks who may be familiar with the country charts ofaccounts will first have to get used to using the operational chart of accounts.

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Figure 39: Scenario: Charts of Accounts for a Group

In the scenario of an international group as shown in the graphic, cross-companycode cost accounting is possible for the European company codes, since thecompany codes in Spain, Germany, and England all use the same operationalchart of accounts. The European company codes all use chart of accounts INTas their operational chart of accounts.

The company code in the United States and the one in Canada both use chartof accounts CAUS as their operational chart of accounts. Cross-company codecontrolling is therefore also possible in North America.To create reports using the country chart of accounts, the board of the group hasdecided to define country-specific charts of accounts for the company codes.The board also decided that the group does not need controlling for Europe andNorth America combined, but that they would like consolidation to take place.Therefore, a group chart of accounts (CONS) was set up for the operating chartsof accounts INT and CAUS.

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Exercise 4: General Ledger Accounts

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create and use a chart of accounts• Create general ledger accounts• Create account groups• Check your knowledge about general ledger accounts

Business ExampleThe accounting department requires additional general ledger accounts to handleauthorized travel expenses and disbursements. An authorized travel expense is anexpense over 10,000 units of local currency approved by the Accounting manager.The expense account numbers must fall within the range of AE0000 to AE9999.The disbursement account numbers must be within the range CD0000 to CD9999.

Task 1:Carry out the following tasks:

1. A G/L account consist of which segments?

2. When you copied company code 1000 in the previous exercise, you copiedthe chart of accounts as well as the company code segment for your companycode. The associated account groups were also copied with the chart ofaccounts. For the general ledger accounts mentioned in the business scenario,the accounting department needs two additional account groups, one for theexpenses and one for the disbursements.

Copy the account group "ERG." within your chart of accounts (INT) to thenew account group AE## with the description —Authorized expenses ##“.Change the number range for the account group AE## to AE0000-AE9999accordingly.Copy the account group "SAKO" within your chart of accounts (INT) tothe new account group CD## with the description "Cash expenses ##".Change the number range for the account group CD## to CD0000-CD9999accordingly.

Continued on next page

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3. Create three general ledger accounts: Two for authorized expenses(entertainment expenses, sports car rental expenses), and one for cashpayments. To create the accounts use reference accounts that your instructorgives you. Use the new account group AE## or CD## for the new accounts.Then display the chart of accounts for your company code.

Account number: AE01##, AE02##, CD03##

Reference account numbers: Your instructor will give you thisinformation.

Hint: Use group account number 312600 —Other General Expenses“for the new accounts for authorized expenses. You can use groupaccount number 110100 for the new account for cash disbursements.You will find further information about reference account numbersin the unit on —master data“.

4. Name the possible field status definitions in the order of their priority:

5. Different company codes can use the same.

Fill in the blanks to complete the sentence.

6. The controls the field display for the companycode data in the G/L account master record.Fill in the blanks to complete the sentence.

7. contain the total of thetransaction figures for the corresponding subledger accounts.Fill in the blanks to complete the sentence.


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Task 2:True or false?

1. Reconciliation accounts are updated on a daily basis.Determine whether this statement is true or false. True False

2. You can always display the line items of a G/L account.Determine whether this statement is true or false. True False

3. G/L accounts with open item management must have line item display.Determine whether this statement is true or false. True False

4. G/L accounts that are managed in local currency can only be posted to inthis currency.Determine whether this statement is true or false. True False

5. G/L accounts that are managed in a foreign currency can only be postedto in this foreign curren cy.Determine whether this statement is true or false. True False

6. Because the company codes use different operational charts of accounts, youcannot carry out cross-company code controlling.Determine whether this statement is true or false. True False

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Solution 4: General Ledger Accounts

Task 1:Carry out the following tasks:

1. A G/L account consist of which segments?

Answer:

• Chart of accounts segment• Company code segment

2. When you copied company code 1000 in the previous exercise, you copiedthe chart of accounts as well as the company code segment for your companycode. The associated account groups were also copied with the chart ofaccounts. For the general ledger accounts mentioned in the business scenario,the accounting department needs two additional account groups, one for theexpenses and one for the disbursements.Copy the account group "ERG." within your chart of accounts (INT) to thenew account group AE## with the description —Authorized expenses ##“.Change the number range for the account group AE## to AE0000-AE9999accordingly.


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Copy the account group "SAKO" within your chart of accounts (INT) tothe new account group CD## with the description "Cash expenses ##".Change the number range for the account group CD## to CD0000-CD9999accordingly.a) Copy G/L account group.

IMG: Financial Accounting General Ledger Accounting G/LAccounts Master Data Preparations Define Account Group

Scroll down to your chart of accounts INT.

Select the account groups SAKO, General G/L Accounts II andERG, Profit and Loss Statement Accounts for your chart ofaccounts, and the icon for —Copy as“.

FieldNameorDataType ValuesNext, overwrite the ERG account group with the followinginformation:

Account Group AE##

Name Authorized Expenses ##

From Account AE0000

To Account AE9999

Then overwrite the SAKO account group with the followinginformation:

Account Group CD##

Name Cash Disbursements ##

From Account CD0000

To Account CD9999

Select "Enter" and then "Save".

3. Create three general ledger accounts: Two for authorized expenses(entertainment expenses, sports car rental expenses), and one for cashpayments. To create the accounts use reference accounts that your instructorgives you. Use the new account group AE## or CD## for the new accounts.Then display the chart of accounts for your company code.


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Account number: AE01##, AE02##, CD03##

Reference account numbers: Your instructor will give you thisinformation.

Hint: Use group account number 312600 —Other General Expenses“for the new accounts for authorized expenses. You can use groupaccount number 110100 for the new account for cash disbursements.You will find further information about reference account numbersin the unit on —master data“.

a) Create general ledger accounts (expense accounts):

SAP Easy Access menu: Accounting Financial Accounting General Ledger Master Records G/L Accounts IndividualProcessing Centrally

Or transaction code: FS00

Field Name or Data Type Values

G/L Account AE01##

Company Code GR##

Choose G/L Account Create With Reference.


Account Number Your instructor will give you thisinformation.

Company Code GR##

Choose —Enter—.

Hint: Make settings so that you can display key information(for example, AE##, CD##) in all dropdown lists.Use the shortcut —Alt+F12“ to access Customizing of LocalLayout. Under —Options“, choose the —Expert“ tab page.

Select the entry —Show Keys in all Dropdown Lists“. Copythe setting.


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Account Group AE## (authorized expenses ##)Short Text Entertainment ##

G/L Account Long Text Entertainment expenses ##Group account number 312600

Choose the—Control Data“ tab and delete the entry in the —AlternativeAccount Number“ field.

Choose —Save—.

If necessary, confirm the information messages with —Enter“.

Repeat this process to create the additional expense accountAE02## for Sport‘s Car Rental Expense.

b) Create a general ledger account (cash payment account):




G/L Account CD03##

Company Code GR##

Choose G/L Account Create With Reference.


Account Number Your instructor will give you thisinformation.

Company Code GR##

Choose —Enter—.


Account Group Cash Disbursements ##Short Text Disbursements GR##

G/L Account Long Text Cash Disbursements GR##Group account number 110100


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Choose the —control data“ tab and delete the alternative account no.Choose —Save—.

If necessary, confirm the information messages with —Enter“.

c) Display your chart of accounts:

SAP Easy Access menu: Accounting Financial Accounting General Ledger Information System General Ledger Reports Master Data G/L Account List G/L Account List

On the selection screen, enter the following information…


Chart of Accounts INTCompany Code GR##

Choose —Execute—.

This report shows you master data for every general ledgeraccount. Use the binoculars icon (Ctrl + F) to navigate to the newG/L accounts you have created.

Select the green arrow to return to the selection screen.Remove all of the checkmarks from the boxes in the —OutputControl“ section and re-run the report.Now the report will give you the account number and G/L accountlong text.

Note: You have just added three new general ledger accountsto your chart of accounts and run a report to check the chart ofaccounts for your company code.

4. Name the possible field status definitions in the order of their priority:

Answer:

•Hide•Display• Required entry• Optional entry

5. Different company codes can use the same chart of accounts.

Answer: chart of accounts


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6. The account group controls the field display for the company code datain the G/L account master record.

Answer: account group

7. Reconciliation accounts contain the total of the transaction figures for thecorresponding subledger accounts.

Answer: Reconciliation accounts

Task 2:True or false?1. Reconciliation accounts are updated on a daily basis.

Answer: FalseThe reconciliation accounts are updated realtime.

2. You can always display the line items of a G/L account.

Answer: False

You can only display the line items if the account is managed with line itemdisplay.

3. G/L accounts with open item management must have line item display.

Answer: TrueYou cannot define a G/L account with open item management withoutselecting the —Line item display“ option.

4. G/L accounts that are managed in local currency can only be posted to inthis currency.

Answer: False

G/L accounts in local currency can be posted to in any currency.

5. G/L accounts that are managed in a foreign currency can only be postedto in this foreign curren cy.

Answer: TrueIf you select a foreign currency as the account currency, you can only postamounts in this foreign currency to this account.

6. Because the company codes use different operational charts of accounts, youcannot carry out cross-company code controlling.

Answer: True

You can carry out cross-company code controlling if each company codeuses the same operational chart of accounts.

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Lesson Summary

You should now be able to:• Define and use a chart of accounts• Describe the structure of a general ledger account• Control the format of a general ledger account• Name and describe different types of general ledger accounts• Create, maintain, and control general ledger accounts• Describe how you can change several general ledger accounts at the same time


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Lesson: Customer/Vendor Accounts

Lesson OverviewYou will be introduced into the master records of customers and vendors accounts.

Lesson ObjectivesAfter completing this lesson, you will be able to:• Describe the structure of customer and vendor accounts• Discuss the similarities and differences between general ledger and customer

and vendor accounts• Control and maintain customer and vendor accounts• Explain relationships between customer and vendor accounts

Business ExampleThe accounting manager is looking for similarities and differences between thegeneral ledger accounts and the subledger accounts. He is interested in thestructure of the customer and vendor accounts. Above all, he wants to know whatoptions the search help gives him.

Figure 40: The Accounting View of the Customer/Vendor Account

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Just like general ledger accounts, customer and vendor accounts also have twosegments:

• One segment at client level, that contains general data. Thisdatacanbeaccessed throughout the whole organization.

• A segment at company code level, that contains company code-specificdata. Any company code that wishes to do business with a specific customeror vendor has to create a company code segment for this customer or vendor.This also creates a customer or vendor account.

Using reports RFBIDE10/RFBIKR10, you can transfer customer/vendor masterdata maintained in a source company code into another company code.

Figure 41: The Sales View of the Customer Account

Because the sales and distribution department also stays in contact with a customerand has to know specific data about this customer, a .sales area segment canbe created for each customer.Any sales area that wants to do business with a customer has to create a sales areasegment first. The sales area segment contains sales area-specific data.

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Figure 42: The MM View of the Vendor Account

Just as there is a sales area segment for customers, there are purchasingorganization segments for vendors.Any purchasing organization that wants to do business with a vendor has to createa purchasing organization segment first. The purchasing organization segmentcontains purchasing organization-specific data.

Figure 43: The Complete Customer Account

A complete customer account consists of the following three segments:

• General data at the client level• Company code segment• Sales area segment

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Usually, the sales area segment must at least be created for the sales area assignedto the company code. Note: There may be other sales areas doing business withthe customer as well.The account number is assigned to the customer at the client level. This ensuresthat the account number for a customer is the same for all company codes andsales areas.

Figure 44: The Complete Vendor Account

A complete vendor account consists of the following three segments:

• General data at the client level• Company code segment• Purchasing organization segment

Usually at least the purchasing organization segment for the purchasingorganization assigned to the company code must be created. There may be otherpurchasing organizations doing business with the vendor as well.The account number is assigned to the vendor at the client level. This ensures thatthe account number for a vendor is the same for all company codes and purchasingorganizations.

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Figure 45: Centralized Versus Decentralized Maintenance (AR)

The system offers separate functions for maintaining customer master recordsdepending on the requirements of your organization. These data records can bemaintained centrally for all areas or separately for Financial Accounting andSales and Distribution.

For the rest of this course we will focus on the maintenance of customer masterrecords in Financial Accounting.

Hint: When implementing both Accounts Receivable and Sales andDistribution, members of both of these implementation teams must worktogether to decide how to configure customer master records and who willbe responsible for their maintenance.

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Figure 46: Centralized Versus Decentralized Maintenance (AP)

As for customer master records, vendor master records can be maintainedcentrally for all areas or separately for Financial Accounting and MaterialsManagement.

For the rest of this course we will focus on the maintenance of vendor masterrecords in Financial Accounting.

Hint: When implementing both Accounts Payable and MaterialsManagement, members of both of these implementation teams must worktogether to decide how to configure vendor master records and who willbe responsible for their maintenance.

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Lesson: Customer/Vendor Accounts

Figure 47: Compare Master Data

If you use the components Purchasing Management and/or Sales ordermanagement customers and vendors must be maintained for both components. Itis easiest to create customer/vendor master records centrally to ensure that they areset up correctly. However, in some cases, Purchasing Management/Sales OrderManagement create their own segments of the master record and Accountingcreates its own segments. In this case, there is the risk of creating incomplete orduplicate master records. To find and correct these incomplete accounts, you canrun report RFDKAG00, Customer Master Data Comparison, or RFKKAG00,Vendor Master Data Comparison, and make the necessary corrections. You canthen correct the accounts.You can prevent the creation of duplicate accounts as follows:

• Use the matchcode before you create a new account• Activate the automatic duplication check

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Figure 48: Pages of the Customer/Vendor Account

If you want to change or display an account, you can go directly to every page byselecting it on the initial screen.

Important fields are:

• Search terms: You can enter an abbreviation for the customer/vendor namein these fields. The format is defined by company guidelines and practices.

• Corporate Group: Customers or vendors who belong to one corporate groupcan be grouped together by a user-defined group key. This group key can beused for running reports, transaction processing, or for matchcodes.

• Accounting clerk: The name of the accounting clerk must be saved underan ID. You can enter this code in the customer/master records for which theclerk concerned is responsible. The name of the clerk is then printed oncorrespondence automatically. You can also use this ID for sorting dunningand payment proposal lists.

You ca n e nte r explanatory texts in every segment.

Line item display and open item management are configured as standard for everycustomer/vendor account.You can also create new customer and vendor master records with referenceto an existing master record. Only data that does not refer directly to thecustomer/vendor is copied from the reference account to the new account, that is,no address information, and so on. The data that was copied should be checkedand changed, if necessary, before the record is saved. We recommend that youcreate a reference account for every account group.

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Figure 49: IBAN (International Bank Account Number)

The IBAN (International Bank Account Number) is an internationally recognized,unique identification number for a certain bank account. IBANs were designedby the ISO (International Organization for Standardization) and ECBS (EuropeanCommittee for Banking Standards) to facilitate handling of international paymenttransactions. The IBAN contains a maximum of 34 alphanumeric characters andis structured differently in every country. It usually contains the country code,bank key, and account number.

The SAP system uses the IBAN in addition to the standard country-specific bankdetails. You can enter an IBAN as part of the bank details for customer/vendormaster data, and in the Customizing settings for your house bank. The IBAN canonly be entered in a vendor or customer master record if the business partnerprovides his or her IBAN and requests the entry. For this reason, you cannotautomatically generate and save the IBANs for several master records. You haveto enter the IBAN manually in each master record. For certain countries, thesystem generates a proposal.When you enter an IBAN for new bank details, the system can generate thecountry-specific bank details for certain countries. If necessary, make sure that thepayment medium programs used can also output the IBANs.

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Figure 50: Account Groups for Customers/Vendors

When you create customer/vendor master records, enter the account group on theinitial screen. In Financial Accounting, once the customer/vendor account hasbeen created, you can no longer change the account group. However, if you usepartner roles in Sales and Distribution, in some cases the account group can bechanged from, for example, an ordering address to a ship-to address. For moreinformation see the SAP Library in Sales and Distribution.

Figure 51: Number Ranges for Customers/Vendors

There are separate number ranges for customer and vendor accounts. The rangeof possible account numbers is divided into smaller number ranges.Numberranges must not overlap.

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For each number range you can define whether the number assignment is internalor external. Internal numbers are assigned by the system, whereas externalnumbers are entered by the user who creates the record. External numbers maybe alphanumeric.With internal number assignment, the system always assigns the next numberavailable in the range to a new account. If you want to know how many numbersare left in a specific number range, you can display the Current Number.

With external number assignment, the user chooses the account number. Numbersdo not have to be assigned in sequence; therefore, a current number cannot bedisplayed.Each number range can be assigned to one or more account groups.

Figure 52: Normal Account or One-Time Account

For all customers or vendors with whom you rarely do business, create a specialcustomer and a special vendor master record. These master records containsreceivables and payables for one-time customers/vendors (one-time accounts). Incontrast to other master records, a one-time account master record does not containany information about a specific customer/vendor since this account is used formore than one customer/vendor. Therefore, the customer-/vendor-specific fieldsshould be hidden.

You enter the customer-/vendor-specific data for one-time customers/vendors inthe document during posting.

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Figure 53: Status of the Fields in the Master Record

The account group is used to control the fields displayed in the master record. Forexample, to ensure that all correspondence has complete address information,change the field status so that all address fields are marked as "required entry".

Figure 54: Controlling the Field Status

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The layout of customer/vendor master data screens can be affected by severalfactors:

Account group-specific control: Usually, the field status is controlled only bythe account group. This means that all accounts of one account group have thesame screen layout.

Transaction-specific control: The field status can be dependent on the masterdata transaction ("Create", "Change" or "Display"). The transaction-dependentfield status should be set to —display“ for the —change“ transaction if the field isnot to be changed after it has been created, such as the —reconciliation account“field, for example.

Company code-specific control: You have already seen the accountgroup-specific and the transaction-specific field status with the general ledgeraccount groups. You can control the field status for fields in the company codesegment of customer and vendor master records via the company code-specificscreen layout. You can hide fields that are not used in a specific company code,but enter values in these fields in other company codes. For example, if a companycode does not want to use the dunning program, hide the relevant fields for thiscompany code.

The account group-specific field status, the transaction-specific field status andthe company code-specific field status are compared, and the field status with thehighest priority is used.Fields that are accessed with the —display“ transaction are always either displayedor suppressed, since you cannot make an entry in a —display“ transaction.

If you do not want to use the transaction-specific or company code-specificcontrol, set the field status for all fields to optional. Since this field status has thelowest priority, the account group-specific control is always used.

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Figure 55: Dual control principle

You now can define that one person makes changes to customer or vendor masterdata while another person is responsible for confirming the changes, usually forcritical customer/vendor changes.

First you have to define the fields for dual control in the customer/vendor masterrecords in the IMG.If you define a field in the customer/vendor master record as —sensitive“, thecorresponding customer/vendor is blocked for payment if the entry is changed.The block is removed when a second person with authorization checks the changeand confirms or rejects it.

The confirmation for the changes can be made for a single customer/vendor or youcan get a list. This list can be restricted by:

• Customer/vendor• Company Code• Accounts not yet confirmed• Accounts rejected• Accounts to be confirmed by me• You can display the customer or vendor master record for all accounts

using reports RFDABL00 or RFKABL00.

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Figure 56: Customer/Vendor Clearing

If a customer is also a vendor, or vice versa, the payment and the dunning programcan clear open items against each other. The open items of the assigned accountcan also be displayed in the line item display and the open item selection screens.To clear open items, you have to carry out the following steps:

• You have to enter the vendor account number in the customer account, orvice versa.

• Each company code can decide separately whether it wants to clear openitems between customers and vendors. If clearing is to be used, you haveto select the field "Clearing with Vendor" in the customer account or thecorresponding field in the vendor account.

If you set the indicator Account Control and Status in the area AdditionalSelections in the report for the customer or vendor list (RFDKVZ00 orRFKKVZ00), when you print the report you can see the partner relationshipsfor the respective customer or vendor.

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Figure 57: Alternative Payer/Payee

At the client and company code level, you can enter an alternative payer/payee.The entry in the company code segment has higher priority than the entry at clientlevel.There are several options for using this function within the master record. If youset the —Individual Entries“ indicator when creating an invoice, you can enterinformation about an individual payer/payee for a customer/vendor that has notbeen created in mySAP ERP.

If the alternative payer/payee is an existing customer or vendor, you can enterthe customer/vendor account number as permitted payee/payer in the masterrecord. During invoice entry, you can choose one of these payer(s)/payee(s) usingmatchcodes.If you enter an alternative payer, the amount to clear the due open items in theaccount is paid by the alternative payer.

If you enter an alternative payee, the amount that the company has to pay to clearthe open items due is paid to the alternative payee (the payments that normally goto the vendor would go, for example, to the bankruptcy administrator).If you set the "Payment Data" indicator in the "Additional Selections" area in thereport for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when youprint the report you can see the alternative payer for the respective customer orthe alternative payee for the vendor.

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Figure 58: Head Office/Branch

In some industries, customers submit orders locally, through the branch, but payinvoices centrally through the head office. There is a difference between the goodsflow and the cash flow. You can reflect this in the SAP System via head officeand branch accounts.

All items posted to a branch account are automatically transferred to the headoffice account. Usually, dunning notices go to the head office and it is thehead office that makes and receives payments. However if the —DecentralizedProcessing“ field is selected in the head office master record, the dunning andpayment programs use the branch account instead.If you set the "Account Control and Status" indicator in the "AdditionalSelections" area in the report for the customer or vendor list (RFDKVZ00 orRFKKVZ00), when you print the report you can see the possible head offices foreach of the branches.

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50

Exercise 5: Customer/Vendor Accounts

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create customer/vendor account groups• Create customer/vendor accounts• Check your knowledge about customer/vendor accounts

Business ExampleCustomer and vendor master data is created by the accounting department.

Customer accounts:

• Account number is assigned automatically• Payment terms must be maintained by the accounting clerk

Vendor accounts:

• Account number is assigned by the clerk• The manager of the Accounts Payable department wants to use the extended

search, where both search terms (search term 1 and search term 2) mustbe entered.

• Check that the search term 1 is a sensitive field for changes.

Task 1:Do not change the number ranges since they are valid for all company codes!

1. Create an account group D## with the description "Customers ##" for theregular customer accounts. Do this by copying the account group KUNAand configuring D## according to the requirement in the business scenario.Assign the number range 02 to the account group.

2. Create a regular customer account with the new account group D##.Complete the following fields with the data below:

Search Term: GR##

Group ID: AC200

Reconciliation Account: Trade Receivables - Domestic140000

Ter ms of Paym ent: 0002


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3. Create an account group K## with the description "Vendors ##" for theregular vendor accounts. Do this by copying the account group KRED andconfiguring K## according to the requirements in the business scenario.Assign the number range XX to the account group. Note: XX is the numberrange, NOT your group number!

4. Create a normal vendor account, Vendor ##, with the new account groupK##. Complete the following fields with the data below:

Search Term 1: GR##

Search Term 2: Vendor's last name

Hint:Either: You have just noticed that it is not possible to enter a secondsearch term: What could be the reason for this? ... The answerappears in activity 2!

Or: You were able to make an entry for search term 2: The reasonwhyisgiveninactivity2point3too.

Group ID: AC200

Reconciliation Account: Payables 160000

Planning Group: A1

Term s o f Pay men t: 0001

Task 2:When you check your master records again, you discover that one of the terms wasnot fulfilled: You could not enter both search terms in the vendor master record.

1. Check whether the fields for the search terms are required entry fields inthe master record.

2. Check whether the field "Search Term B" (Search Term 2) was defined as arequired entry field in the account group.

3. Why is the field not displayed in the master record? Check thetransaction-dependent field status for creating vendor master records.

4. Check why this occurred.

Tip: Double-click on the documentation for the IMG activity next to DefineScreen Layout per Activity (Vendors).


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Task 3:The accounting manager then decides that the type of vendor should be recordedin the first search term. In this example, it is supplies, equipment, and so on,and the company code number in the second search term. The first search termis a sensitive field. The accounting manager must therefore confirm all changesin this field.

1. Make Search Term A a sensitive field.2. Update your vendor master record with the new information

3. Confirm the changes that your neighbor made to their vendor master record.

4. A complete customer account consists of the following parts:

5. A complete vendor account consists of the following parts:

Task 4:True or false?

1. The customer/vendor accounts must always be maintained centrally.Determine whether this statement is true or false. True False

2. One number range can only be assigned to one account group.Determine whether this statement is true or false. True False


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Task 5:Complete the sentence:

1. number assignment means that the mySAP ERP systemassigns the number automatically.Fill in the blanks to complete the sentence.

2. You maintain a customer/vendor master record ifyou create the Financial segments at the same time as the Sales orderManagement/Purchasing Management segments.Fill in the blanks to complete the sentence.

3. General ledger accounts have number assignment; customerand vendor master records can have ornumber assignment.Fill in the blanks to complete the sentence.

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Solution 5: Customer/Vendor Accounts

Task 1:Do not change the number ranges since they are valid for all company codes!

1. Create an account group D## with the description "Customers ##" for theregular customer accounts. Do this by copying the account group KUNAand configuring D## according to the requirement in the business scenario.Assign the number range 02 to the account group.a) Create an account group for customers.

IMG: Financial Accounting Accounts Receivable and AccountsPayable Customer Accounts Master Data Preparationsfor Creating Customer Master Data Define Account Groupswith Screen Layout (Customers)Select —KUNA General customers“

Edit Copy As...

Overwrite the following data:

FieldNameorDataType Values

Account Group D##

Name Customers ##

Double-click "Company Code Data" to edit the field status.Double-click on —Payment transactions“.

Field Name or Data Type ValuesTerms of Payment Required entry

Choose —Save—.

Assign a number range to the account group:

IMG: Financial Accounting Accounts Receivable and AccountsPayable Customer Accounts Master Data Preparationsfor Creating Customer Master Data Assign Number Rangesto Customer Account Groups


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Group D##

Number Range 02

Choose —Save—.

2. Create a regular customer account with the new account group D##.Complete the following fields with the data below:

Search Term: GR##

Group ID: AC200

Reconciliation Account: Trade Receivables - Domestic140000

Term s o f Pay men t: 0002

a) Create a standard customer account.

SAP Easy Access menu: Accounting Financial Accounting Accounts Receivable Master Records Create


Account Group Customers ## (D##)Customer Blank

Company Code GR##Reference Customer BlankReference Company Code Blank

Choose —Enter“.

—Address“ tab:


Name Your choice. Be Creative!

Search Term 1/2 GR##Street/house number Your choicePostal Code/City Your choiceCountry/Region Course country


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Choose the —Control Data“ tab page.


Group Key AC200

Choose the —Company Code Data— button.Choose the tab page —Account Management—.


Reconciliation Account Select the F4 Help and thenTrade Receivables - Domestic.

Select the —Payment transactions“ tab.


Terms of Payment 0002

Choose "Save—.

Make a note of your customer number:__________________________


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3. Create an account group K## with the description "Vendors ##" for theregular vendor accounts. Do this by copying the account group KRED andconfiguring K## according to the requirements in the business scenario.Assign the number range XX to the account group. Note: XX is the numberrange, NOT your group number!a) Create an account group for vendors.

IMG: Financial Accounting Accounts Receivable and AccountsPayable Vendor Accounts Master Data Preparations forCreating Vendor Master Data Define Account Groups with ScreenLayout (Vendors)

Select —KRED Vendors“.

Edit Copy as...Overwrite the following data:

Field Name or Data Type ValuesAccount Group K##Name Vendors ##

Doubleclick on —General Data— to edit the field status.

Doubleclick on —Address—.


Search Term B Required entry

Choose —Save—.

Assign a number range to the account group:IMG: Financial Accounting Accounts Receivable and AccountsPayable Vendor Accounts Master Data Preparations forCreating Vendor Master Data Assign Number Ranges to VendorAccount Groups


Group K##

Number Range XX

Note: XX is the number range, NOT your group number!Choose "Save—.


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4. Create a normal vendor account, Vendor ##, with the new account groupK##. Complete the following fields with the data below:

Search Term 1: GR##

Search Term 2: Vendor's last name

Hint:

Either: You have just noticed that it is not possible to enter a secondsearch term: What could be the reason for this? ... The answerappears in activity 2!

Or: Youwereabletomakeanentryforsearchterm2: Thereasonwhy is given in activity 2 point 3 too.

Group ID: AC200

Reconciliation Account: Payables 160000

Planning Group: A1

Terms of Payment: 0001

a) Create a normal vendor account.

SAP Easy Access menu: Accounting Financial Accounting Accounts Payable Master Records Create


Vendor Vendor##

Company Code GR##Account Group K##

Choose —Enter“.

—Address“ tab:


Name Your choice. Be Creative!

Street/house number Your choiceSearch Term 1 GR##


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Search Term 2 Vendor's last namePostal Code/City Your choiceCountry/Region Course country

Either: You have just noticed that it is not possible to enter a secondsearch term: What could be the reason for this? ... The answer appearsin activity 2!

Or: You were able to make an entry for search term 2: The reason whyis given in activity 2 point 3 too.

Go to Next Screen


Group: AC200

Goto Next screen, —Payment Transactions“Goto Next Screen —Accounting Information“


Reconciliation Account Select the F4 Help and then Tra dePayables - Domestic.

Cash Management Group: A1

Go to Next Screen —Payment Transactions, Accounting“


Terms of Payment 0001

Choose "Save—.


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Task 2:When you check your master records again, you discover that one of the terms wasnot fulfilled: You could not enter both search terms in the vendor master record.

1. Check whether the fields for the search terms are required entry fields inthe master record.a) Check that the field is a required entry field in the master record.

SAP Easy Access menu: Accounting Financial Accounting Accounts Payable Master Records Change


Vendor Vendor##

Company Code GR##

Address

Choose —Enter“.

The second search term does not show up on the screen in the—Search Terms“ section. The screen has a blank space where thesecond search term field should be.

2. Check whether the field "Search Term B" (Search Term 2) was defined as arequired entry field in the account group.

a) Check the field status of the vendor account group. Check that the fieldis defined as a required entry field.

IMG: Financial Accounting Accounts Receivable and AccountsPayable Vendor Accounts Master Data Preparations forCreating Vendor Master Data Define Account Groups with ScreenLayout (Vendors)

Doubleclick on your account group K##.Double click on —General data“ to view the field status.

Double click on —Address.“Verify the following data.




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3. Why is the field not displayed in the master record? Check thetransaction-dependent field status for creating vendor master records.a) Check the activity-specific field status: Check whether the field is

defined as a required entry field.

IMG: Financial Accounting Accounts Receivable and AccountsPayable Vendor Accounts Master Data Preparations forCreating Vendor Master Data Define Screen Layout per Activity(Vendors)

Double click on —Create Vendor (Accounting).“

Double click on —General Data“ to view the field status.Double click on —Address.“

Check the following data: Does the field —Search Term B“ have thefield status —hide“? If so, make the following correction:



Choose "Save—.

Check the same information for the activity —Change Vendor“: To dothis, use the green back arrow to return to the overview screen.Doubleclick on Change Vendor (Accounting).

Double-click on General Data to display the field status.Double-click on Address.

Make sure that Search Term B is a required entry.Save your entries.

Result: Data can now be entered in the field —Search Term B“by all the course participants. Reason: The definition of thetransaction-dependent field status is not specific to a particularcompany code.

4. Check why this occurred.


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Tip: Double-click on the documentation for the IMG activity next to DefineScreen Layout per Activity (Vendors).a) Hiding a field has the highest priority. The order is then as follows:

—Display“, —Required Entry“, and —Optional Entry“.

This results in:

Account Group Required entryTransaction HideResult

Hide

Task 3:The accounting manager then decides that the type of vendor should be recordedin the first search term. In this example, it is supplies, equipment, and so on,and the company code number in the second search term. The first search termis a sensitive field. The accounting manager must therefore confirm all changesin this field.

1. Make Search Term A a sensitive field.

a) Define Search Term A a sensitive field.

IMG: Financial Accounting Accounts Receivable and AccountsPayable Vendor Accounts Master Data Preparations forCreating Vendor Master Data Define Sensitive Fields for DualControl (Vendors)

Choose —New Entries—.Click on the input help in the field —Field Name— and double-clickon search term 1 (ADRC-SORT1).Choose —Save—.

Hint: The definition of sensitive fields is not companycode-specific. Therefore, this field may have already beenset up by your instructor or another participant.


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2. Update your vendor master record with the new information

a) Change the vendor master record.

SAP Easy Access menu: Accounting Financial Accounting Accounts Payable Master Records Change


Vendor Vendor##

Company Code GR##Address

Choose —Enter“.


Search Term 1 Supplies

Search Term 2 GR##

If necessary, confirm any information with —Enter“.

Select —Enter“ at the information message telling you that yourchanges need to be confirmed.

Choose "Save—.


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3. Confirm the changes that your neighbor made to their vendor master record.

a) Confirm the vendor master record changes.

SAP Easy Access menu: Accounting Financial Accounting Accounts Receivable Master Records Confirmation of Change Single


Vendor Vendor ## of your neighbor

Company Code GR## of your neighbor

Choose —Enter“.

Select the —Changes to sensitive fields“ push button to review thechanges. Double click several times on the field name to displaydetailed information about the changes.

Select the green arrow to return to the main screen.Select —Confirm“ to confirm your neighbor‘s change.

Choose "Save—.

Note: You have just …

• Created new account groups for customer and vendormaster records

• Created a new customer and vendor master record• Defined the first search term as a sensitive field in the

vendor master record• Changed your vendor master record• Confirmed your neighbor‘s changes to their vendor

master record

4. A complete customer account consists of the following parts:

Answer:

• General data• Company code segment• Sales area segment


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5. A complete vendor account consists of the following parts:

Answer:

• General data• Company code segment• Purchasing organization segment

Task 4:True or fals e?1. The customer/vendor accounts must always be maintained centrally.

Answer: FalseCustomer/vendor accounts can be maintained centrally or decentrally.

2. One number range can only be assigned to one account group.

Answer: False

A number range can be assigned to several account groups.

Task 5:Complete the sentence:

1. Internal number assignment means that the mySAP ERP system assignsthe number automatically.

Answer: Internal

2. You maintain a customer/vendor master record centrally if youcreate the Financial segments at the same time as the Sales orderManagement/Purchasing Management segments.

Answer: centrally

3. General ledger accounts have external number assignment; customer andvendor master records can have internal or external number assignment.

Answer: external, internal, external

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Lesson Summary

You should now be able to:• Describe the structure of customer and vendor accounts• Discuss the similarities and differences between general ledger and customer

and vendor accounts• Control and maintain customer and vendor accounts• Explain relationships between customer and vendor accounts

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Lesson: Bank Accounts

Lesson OverviewYou will be given an introduction to the master records of bank accounts.

Lesson ObjectivesAfter completing this lesson, you will be able to:• Maintain bank master data• Define house banks• Create accounts at your house banks• Maintain the links between bank and G/L accounts

Business ExampleThe company wants to create a new house bank with the name Savings Bank.They open an account at the new bank with the account number 111111 and wantto reflect this in the system.

Figure 59: Bank Master Data (1)

Every bank that is used in the system (for example, as a house bank or as acustomer/vendor bank) you have to create a bank master record.

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Bank master records are stored centrally in the bank directory (report RFBKVZ00issues a list of banks - table BNKA - with their master data). Every record isidentified by the bank country and the bank key. Bank master records includeaddress data and control data, such as the SWIFT Code, postal giro data, and bankgroup (for payment optimization in the automatic payment program).You can display changes to the bank master data for all banks using reportRFBKABL0.


Banks that your company uses are defined as house banks. You create house banksin Customizing and they contain bank master data, information for electronicpayment transactions, bank accounts per house bank, and general ledger accountsper bank account.

The payment program uses the house bank ID and the bank types to determinethe bank to be used (tip: Use meaningful abbreviations for the house bank ID andbank type - it simplifies the situation for yourself and other users).

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Bank master data can be created four ways:

• When entering bank information in the customer or vendor master record, orin the Customizing for house banks

• Using the Create Bank transaction in the Accounts Receivable/Payablemaster data menu

• The bank directory can be imported from disk or tape using programRFBVALL_0, Country-Specific Transfer of Bank Data. The disk withthe bank directory can be obtained from one of the country‘s bankingorganizations. The bank directory should be updated regularly.

• Customers that use the lockbox function can create a batch input session thatautomatically updates customer banking information in the master record.

When you enter bank details in the customer and vendor master record, youcan access banks already created in the bank directory. Then you only have toenter the bank country and the bank key; the name and address of the bank aredetermined automatically.

In the customer/vendor master record, the field —Bank Type“ is used to distinguishbetween different banks. When processing invoices, if the customer/vendor hasmore than one bank, the user can choose a bank by using the matchcode in thepartner bank field.

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Figure 62: Bank Accounts (1)

Each bank account is reflected in the SAP ERP system by a combination ofhouse bank ID and account ID. This combination is entered in a G/L account thatrepresents the bank account in the general ledger.

Figure 63: Bank Accounts (2)

You must also define bank accounts that are managed at the house banks. Theaccounts can be identified by an account ID which is unique per house bank. Thebank account data contains the number of the account at your bank, the accountcurrency, and the relevant G/L account.

For every bank account, a G/L account must be created. This G/L account isassigned to the bank account and vice versa. Both accounts have to have thesame account currency.

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Exercise 6: Bank Master Data

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create a new bank master record manually• Define the new bank as your house bank• Define a bank account• Connect the bank account to a G/L account

Business ExampleA new bank, "Savings Bank", is founded and the enterprise decides to choose itas its house bank. The company opens a checking account at the new bank withthe account number 111111.

Task:Carry out the following tasks:

1. The new bank is not yet in the mySAP ERP bank directory. Therefore, enterthe new bank manually. The bank key will be given to you by your instructor.

2. Define the new bank as a house bank with the ID "HB##."

3. Create the current account under account ID —GIRO“ and connect it to thegeneral ledger account given to you by your instructor.

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Solution 6: Bank Master Data

Ta s k :Carry out the following tasks:

1. The new bank is not yet in the mySAP ERP bank directory. Therefore, enterthe new bank manually. The bank key will be given to you by your instructor.a) Create a bank master record.

SAP Easy Access menu: Accounting Financial Accounting Banks Master Data Bank Master Record Create


Bank Country Course countryBank Key Your instructor will give you this

information.

Choose —Enter—.


Bank Name Savings Bank

Region Your choice

Street Your choice

City Your choice

Branch Your choice

Choose —Save—.


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2. Define the new bank as a house bank with the ID "HB##."

a) Define a house bank.

IMG: Financial Accounting Bank Accounting Bank Accounts Define House Banks


Company Code GR##

Choose —Enter—.

Edit New Entries


House Bank HB##

Bank Country Course country

Choose —Enter—.


Bank Key Bank key for your new bank

Choose —Save—.

3. Create the current account under account ID —GIRO“ and connect it to thegeneral ledger account given to you by your instructor.a) Create a current account.

IMG: Financial Accounting Bank Accounting Bank Accounts Define House Banks


Company Code GR##

Select your house bank HB##.

DoubleclickonBankAccounts.

Edit New Entries


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House Bank HB##

Account ID CURR

Name Current account ##


Bank Account: 111111

Currency Local currency

G/L Account Your instructor will give youthis information.

Choose —Save—.Enter the account ID in the G/L account:




G/L Account Your instructor will give youthis information.

Company Code GR##

Select the —Create/Bank/Interest“ tab.

G/L Account Change


House Bank HB##

Account ID CURR

Choose —Save—.

Note: You ha v e j us t ..

• Added your bank to the bank directory• Defined your bank as a house bank• Created a bank account for your bank• Connected a general ledger account to your house bank

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Lesson Summary

You should now be able to:• Maintain bank master data• Define house banks• Create accounts at your house banks• Maintain the links between bank and G/L accounts

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Unit Summary

Unit SummaryYou should now be able to:• Define and use a chart of accounts• Describe the structure of a general ledger account• Control the format of a general ledger account• Name and describe different types of general ledger accounts• Create, maintain, and control general ledger accounts• Describe how you can change several general ledger accounts at the same time


• Describe the structure of customer and vendor accounts• Discuss the similarities and differences between general ledger and customer

and vendor accounts• Control and maintain customer and vendor accounts• Explain relationships between customer and vendor accounts• Maintain bank master data• Define house banks• Create accounts at your house banks• Maintain the links between bank and G/L accounts

Date post:	26-Nov-2014
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