SAP FICO

AC260 Additional Features in Financial Accounting AC260

R/3 System Release 46C 04/04/2001

0

AC260 Additional Features in Financial Accounting ...................................................................................................0-1

Copyright ..................................................................................................................................................................0-2

Financial Accounting I..........................................................................................................................................0-4

Course Prerequisites..............................................................................................................................................0-5

Target group..........................................................................................................................................................0-6

Introduction: Contents...............................................................................................................................................1-1

Course goal ...........................................................................................................................................................1-2

Course Objectives .................................................................................................................................................1-3

Contents ................................................................................................................................................................1-4

Course Overview Diagram....................................................................................................................................1-5

Business scenario ..................................................................................................................................................1-6

Special G/L Transactions: Contents..........................................................................................................................2-1

Special G/L Transactions: Unit Objectives ...........................................................................................................2-2


Special G/L Trans - Alternate Reconciliation Acct...............................................................................................2-4

Different Types of Business Transactions.............................................................................................................2-5

Special G/L Transaction Types .............................................................................................................................2-6

Sp. G/L Types: Stat.Offsetting Entry (Automatic)................................................................................................2-7

Special G/L Types: Noted Items ...........................................................................................................................2-8

Special G/L Types: Freely Definable Offsetting Entries.......................................................................................2-9

Down Payment Processing: Example .................................................................................................................2-10

Bad Debt Adjustment: Example..........................................................................................................................2-11

Bill of Exchange Example (Without Charges)....................................................................................................2-12

Configuration of Special G/L Transactions.........................................................................................................2-13

Special G/L Transactions:Definition of Properties and Accounts.......................................................................2-14

Automatic Statistical Offsetting-Posting.............................................................................................................2-15

Special G/L Transactions - Posting Key .............................................................................................................2-16

Special General Ledger: Account Control ..........................................................................................................2-17

Special G/L Transactions: Summary...................................................................................................................2-18

Data Used in the Exercises..................................................................................................................................2-19

Special General Ledger Transactions Exercises..................................................................................................2-20

Special G/L Transactions Solutions ....................................................................................................................2-23

Correspondence.........................................................................................................................................................3-1

Correspondence: Topic Objectives .......................................................................................................................3-2


Correspondence: Business Scenario......................................................................................................................3-4

Correspondence Overview ....................................................................................................................................3-5

Correspondence Function Overview.....................................................................................................................3-6

Correspondence Process........................................................................................................................................3-7

Correspondencefrom Correspondence Types to Forms ........................................................................................3-8

Correspondence Type: Individual Text.................................................................................................................3-9

Correspondence: Unit Summary .........................................................................................................................3-10

Correspondence Exercises ..................................................................................................................................3-11

Correspondence Solutions...................................................................................................................................3-14

Interest Calculation: Contents ...................................................................................................................................4-1

Interest Calculation: Unit Objectives ....................................................................................................................4-2


Interest Calculation: Business Scenario ................................................................................................................4-4

Kinds of Interest Calculation ................................................................................................................................4-5

Interest Calculation Configuration ........................................................................................................................4-6

Interest Calculation Indicator ................................................................................................................................4-7

General Terms.......................................................................................................................................................4-8

Time-Dependent Interest Terms............................................................................................................................4-9

Reference Interest Rates......................................................................................................................................4-10

Reference Interest Rates Values..........................................................................................................................4-11

Account Determination .......................................................................................................................................4-12

Running Interest Calculation...............................................................................................................................4-13

Interest Calculation: Summary............................................................................................................................4-14

Interest Calculation Exercises .............................................................................................................................4-15

Interest Calculation Solutions .............................................................................................................................4-17

Parallel Currencies: Contents ....................................................................................................................................5-1

Parallel Currencies: Unit Objectives .....................................................................................................................5-2

Target Users of Parallel Currencies ......................................................................................................................5-3


Local Currency......................................................................................................................................................5-5

Update Currency ...................................................................................................................................................5-6

Additional Local Currencies .................................................................................................................................5-7

Definition of Additional Local Currencies............................................................................................................5-8

Additional Local Currencies: Currency Type .......................................................................................................5-9

Additional Local Currencies: Exchange Rate Types...........................................................................................5-10

Additional Local Currencies: Detail - Output Currency and Translation Date ...................................................5-11

Define Ledger for Additional Currencies............................................................................................................5-12

Exchange Rate Tables .........................................................................................................................................5-13

Store Document for Parallel Currencies..............................................................................................................5-14

Financial Statements Using Additional Currencies.............................................................................................5-15

Integration FI-CO................................................................................................................................................5-16

Parallel Currencies: Business Scenario ...............................................................................................................5-17

Business Scenario ...............................................................................................................................................5-18

Parallel Currencies: Summary.............................................................................................................................5-19

Parallel Currencies Exercises ..............................................................................................................................5-20

Parallel Currencies Solutions ..............................................................................................................................5-23

A/P and A/R Information System: Contents .............................................................................................................6-1

A/P and A/R Information System: Unit Objectives ..............................................................................................6-2


A/P and A/R Information System: Business Scenario ..........................................................................................6-4

What is the Accounts Payable and Accounts Receivable Information System? ...................................................6-5

Evaluations - A Two-Step Process........................................................................................................................6-6

Customizing - Selecting Evaluations I ..................................................................................................................6-7

Customizing - Selecting Evaluations II.................................................................................................................6-8

Customizing - Selecting Evaluations III ...............................................................................................................6-9

Customizing - Selecting Evaluations IV .............................................................................................................6-10

Customizing - Selecting Evaluations V...............................................................................................................6-11

Customizing: Variants for the Report Tree .........................................................................................................6-12

Creating Evaluations ...........................................................................................................................................6-13

Display Evaluation Results .................................................................................................................................6-14

Standard Evaluations...........................................................................................................................................6-15

Due Date Analysis ..............................................................................................................................................6-16

Payment History..................................................................................................................................................6-17

Currency Analysis...............................................................................................................................................6-18

Overdue Items .....................................................................................................................................................6-19

Days Sales Outstanding Analysis........................................................................................................................6-20

Terms Offered/Terms Taken...............................................................................................................................6-21

Functions for Drilldown Lists .............................................................................................................................6-22

Report Tree and Access Paths.............................................................................................................................6-23

Report Tree: Characteristics...............................................................................................................................6-24

A/P and A/R Information System: Summary......................................................................................................6-25

A/P_A/R_Information System Exercises............................................................................................................6-26

A/P_A/R_Information_System Solutions ...........................................................................................................6-30

Document Parking: Contents ....................................................................................................................................7-1

Document Parking: Unit Objectives .....................................................................................................................7-2


Document Parking: Business Scenario .................................................................................................................7-4

What is Document Parking?..................................................................................................................................7-5

Document Parking: Functions...............................................................................................................................7-6

Documents You Can Park.....................................................................................................................................7-7

Entering Data and Parking Documents .................................................................................................................7-8

Changing a Parked Document...............................................................................................................................7-9

Posting a Parked Document ................................................................................................................................7-10

Deleting a Parked Document ..............................................................................................................................7-11

Displaying Change Documents...........................................................................................................................7-12

Reporting on Parked Documents.........................................................................................................................7-13

Authorizations and Workflow.............................................................................................................................7-14

Document Parking: Summary .............................................................................................................................7-15

Document Parking Exercises ..............................................................................................................................7-16

Document Parking Solutions...............................................................................................................................7-19

FI Archiving: Contents..............................................................................................................................................8-1

FI Archiving: Unit Objectives...............................................................................................................................8-2


FI Archiving: Business Scenario...........................................................................................................................8-4

Archiving and Retrieval ........................................................................................................................................8-5

Archiving: FI Objects and Programs.....................................................................................................................8-6

Archiving Logic ....................................................................................................................................................8-7

Customizing: Document Archiving ......................................................................................................................8-8

Customizing: Document Life ................................................................................................................................8-9

Individual Customizing: Archiving.....................................................................................................................8-10

Special Customizing: Archiving Objects ............................................................................................................8-11

FI Archiving: Summary ......................................................................................................................................8-12

FI Archiving Exercises........................................................................................................................................8-13

FI Archiving Solutions........................................................................................................................................8-15

FI Data Transfer ........................................................................................................................................................9-1

Data Transfer: Topic Objectives ...........................................................................................................................9-2

Overview Diagram with Unit Highlighted............................................................................................................9-3

Data Transfer: Business Scenario .........................................................................................................................9-4

Data Transfer to the R/3 System ...........................................................................................................................9-5

Direct Data Transfer..............................................................................................................................................9-6

Data Transfer Using Interfaces .............................................................................................................................9-7

Data Transfer Workbench .....................................................................................................................................9-8

LSMW...................................................................................................................................................................9-9

Data Transfer with DX-WB................................................................................................................................9-10

DX-WB Transfer Method ...................................................................................................................................9-11

Business Object...................................................................................................................................................9-12

Transfer Methods ................................................................................................................................................9-13

Batch Input Method ............................................................................................................................................9-14

Overview: Batch Input Processing......................................................................................................................9-15

Call Transaction Method.....................................................................................................................................9-16

Direct Input Method............................................................................................................................................9-17

BAPI Method ......................................................................................................................................................9-18

Data Transfer: Unit Summary .............................................................................................................................9-19

Data Transfer Exercises ......................................................................................................................................9-20

Data Transfer Solutions.......................................................................................................................................9-22

© SAP AG 1999

AC260 Additional Features in Financial Accounting

© SAP AG

AC260AC260Additional Features in Financial Accounting

Additional Features in Financial Accounting

R/3 System Release 4.6B July 2000 Material number 5003 8396

© SAP AG 1999

Copyright 2000 SAP AG. All rights reserved.

Neither this training manual nor any part thereof maybe copied or reproduced in any form or by any means,or translated into another language, without the priorconsent of SAP AG. The information contained in thisdocument is subject to change and supplement without prior notice.

All rights reserved.

Copyright

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© SAP AG 1999

Financial Accounting I

Financial Accounting and Reporting

AC010 5 days

Asset AccountingAC305 4 days

Special Purpose Ledger

Human ResourcesEssentials I

HR051 1 day

Level 3Level 2

Travel ManagementTravel Expenses

AC270 3 daysTravel ManagementTravel Planning

AC275 2 days

@ACxxxxmoree-learnings

@AC010aChange Vendor or Customer Master Data via Internet

Human ResourcesEssentials II

HR052 2 days

@@@@

1 h

General Ledger/ Accounts Payable/ Accounts Receivable Configuration

AC200 3 days

Periodic Processing in Accounts Payable/ Accounts Receivable

AC201 2 days

Financial ClosingAC205 2 days

x h

AC220 5 days

Additional Financial Functionality

AC260 1 day

@AC200aInterest Calculation of open and/or cleared items @@

2 h

© SAP AG 1999

AC010 Financial Accounting and Reporting

Professional experience in accounting

Course Prerequisites

© SAP AG 1999

Participants:Project team members responsible for Financial Accounting

Duration: 2 days

Target group

Notes for participants: The training materials are not designed to be self-learning units. The materials are only complete when enhanced by the explanations of the course instructor. There is space available on the pages to write down additional information.

You may not have time to complete all the exercises during the course. The exercises are additional examples to enhance the material learned during the course. Using these examples, the participants can improve their knowledge after completing the course.

(C) SAP AG AC260 1-1

© SAP AG 1999

Course goal

Course objectives

Contents

Course overview diagram

Business scenario

Introduction: Contents


© SAP AG 1999

This course will enable you to:

Course goal

Become aware of additional features within SAP's Financial Accounting module


© SAP AG 1999

At the conclusion of this course, you will be able to:

Course Objectives

Describe additional features in FIConfigure additional functions in FI


© SAP AG 1999

Unit 6 A/P A/R InformationSystem

Unit 7 Document Parking

Unit 8 FI Archiving

Unit 9 Data Transfer

Unit 1 Introduction

Unit 2 Special G/LTransactions

Unit 3 Correspondence

Unit 4 Interest Calculation

Unit 5 Parallel Currencies

Preface

Exercises

Solutions

Contents


© SAP AG 1999

Special G/L TransactionsSpecial G/L Transactions

CorrespondenceCorrespondence

Interest CalculationInterest Calculation

Parallel CurrenciesParallel Currencies

A/P A/R Information SystemA/P A/R Information System

Document ParkingDocument Parking

FI ArchivingFI Archiving

IntroductionIntroduction

FI Data TransferFI Data Transfer

Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9

Course Overview Diagram


© SAP AG 1999

In addition to the more common FI functions, the users of the FI department need additional functions. This includes, for example, A/R A/P info systems. There are also additional technical functions that you might not use during the first year your R/3 System is in operation or functions that you might just need once, for example, data transfer prior to your productive start.

After the installation of your R/3 System, you as a member of the project team will test these additional FI functions.

Business scenario


© SAP AG 1999

What is a Special G/L Transaction?

Special G/L Transactions: OverviewFreely definable offsetting entries

Noted items

Statistical postings

Configuration of Special G/L Transactions

Special G/L Transactions: Contents


© SAP AG 1999

Describe the special G/L transactions

Describe the functions of the special G/L transactions

Perform special G/L transaction configuration

At the conclusion of this unit, you will be able to:

Special G/L Transactions: Unit Objectives


© SAP AG 1999











Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

Customer

1000Downpymt 1000

Vendor

1000Downpayment1000

General ledgerReceivables

140000Payables160000

Down pymts recvd170000

Down pymts made159000

1000

1000 1000

1000

Special G/L Trans - Alternate Reconciliation Acct

Special G/L transactions are transactions in accounts receivable and accounts payable that are displayed separately in the general ledger and the subsidiary ledger. This may be necessary for reporting or internal reasons. For example, down payments must not be balanced with receivables and payables for goods and services.

Transactions involving subsidiary ledgers are tied to the general ledger through the reconciliation account defined in the sub-ledger master record. Special general ledger indicators use the subsidiary ledger master records but are connected to the general ledger via alternative reconciliation accounts. The configuration of the special general ledger indicator determines if the posting will be an actual G/L posting, a noted item in the general ledger, or a statistical entry.


© SAP AG 1999

Down payment request

Down payment

Bill of exchange request

Bill of exchange

Check/bill exchange

Ind. value adjustment

Security deposit

Interest

User-defined

With downpayments

With billsof exchange

Other

Different Types of Business Transactions

There are many uses for special G/L transactions. These transactions can be grouped into 3 basic categories:

- Down Payment Related: R/3 provides special pre-configured programs and screens which handle the request, receipt and application of down payments. They can be used in the A/P or A/R application components and are are contained on the standard R/3 menus. Down payment processing has also been integrated into the R/3 dunning and payment processing programs.

- Bill of Exchange Related: Bill of exchange processing is used to handle country-specific requirements. R/3 contains special pre-configured programs and screens which use special G/L transaction functions to meet these requirements. Bill of exchange options are contained on the standard R/3 A/R and A/P menus and are integrated into other FI functions.

- Other Transactions: Other miscellaneous types of business transactions use the special G/L transaction functions. To access these types of transactions, there is an option under document processing in A/P and A/R entitled "Other". It is also possible to direct individual financial document line items to an alternate reconciliation account by using the special G/L indicator. This will control the type of processing that will take place when the business transaction is entered.


© SAP AG 1999

Automatic, statistical

offsetting entry

Automatic, statistical

offsetting entryNoted itemsNoted itemsNoted items

Free offsetting entry

Free Free offsetting entryoffsetting entry

There are three types of special G/L transactions, and their relationship to the general ledger is the key distinction

Special G/L Transaction Types

There are 3 ways that special G/L entries can be recorded in the system. This is controlled by the G/L indicator of the line item being entered.

Real Postings are part of the balance sheet. They are postings with a freely-definable offsetting entry. Example: The posting of a down payment received.

Automatic offsetting entries are transactions that are always posted to the same offsetting account. They are typically part of the balance sheet appendix. Example: Posting a guarantee.

Noted items are postings that are not intended to be displayed in the general ledger but are only to remind you of outstanding payments due or to be made. Example: A down payment request.


© SAP AG 1999

Two line items with postings to a predefined offsetting account

Predf.offsttng acctPredf.offsttng acctPredf.offsttng acct

G/L acct. receivablesReconc. account

888CUST-ABC

Guaranty of 10000 paidExample: Security deposits

Invoice 1 555

Invoice 2 333

Guaranty of 10000 offset

Guarantees paid

GuaranteespaidClearing account

1000010000

10000 10000

10000 10000

Sp. G/L Types: Stat.Offsetting Entry (Automatic)

With automatic statistical postings, you always post to the same offsetting account. To simplify the posting procedure, you can define the number of the account required for the offsetting entry in the system. The system then posts the offsetting entry automatically. When you clear open items in an open item account, the system automatically clears the relevant open items in the offsetting account.

These transactions are called statistical postings since they are generally not displayed on the balance sheet or only in the appendix. For example, guarantees made are displayed in the appendix, while guarantees received are not displayed. Nevertheless, for internal purposes it is a good idea to have an overview of the guarantees that have been received.

Example of Statistical Entry -Guarantee: You agree with a customer to stand as guarantor for an amount of 100 000, therefore accepting the possibility that you may be liable for this amount. This liability is shown in the customer account and the special G/L account Guarantees Made. The automatic offsetting posting is made to the clearing account for guarantees made. When the liability no longer exists, the guarantee would then be reversed.


© SAP AG 1999

Spec. G/L receivablesreconciliation account

888CUST-ABC

10000

Invoice 1 555

Invoice 2 333

A line item is created without updating the account balances in the general ledger

Down paymentrequests

Down payment request of 10000Example:

10000

Special G/L Types: Noted Items

Noted items are informative special G/L transactions that are not intended to be displayed or included in the general ledger but are only to remind users of outstanding payments due or to be made.

There is only one line item produced when a noted item is entered. There is no offsetting entry made. The payment program and the dunning program can access noted items for additional processing. Noted items are managed as a line item in the open item account and the special G/L account. Therefore you should always activate the line item display for these accounts.

Examples of Noted Items: Down payment request, bill of exchange request


© SAP AG 1999

Freely definableFreely definableoffsetting entriesoffsetting entries

Freely definable offsets are two line entries where the offsetting line item account is entered at the time of the entry.

G/L acct. receivablesreconciliation account

888

CUST-ABC

Example: Down payment received

Invoice 1 555

Invoice 2 333

10000 Down payment received

Down payments received

10000

10000

Special G/L Types: Freely Definable Offsetting Entries

Bank10000

Special G/L transactions configured as freely definable offsets create a real entry in the general ledger. The alternative reconciliation account is automatically debited or credited depending on the entry. The user is required to enter the G/L account for the offsetting entry.

Example of Freely Definable Offsetting Entry - Down Payment Receipt: Upon receipt of a down payment request, a customer sends 100,000. The R/3 System registers the receipt of the payment in the accounts receivable ledger as well as in the G/L reconciliation account (down payments received). The account that will be debited for the cash received can be defined when the transaction is entered in the R/3 System.

(C) SAP AG AC260 2-10

© SAP AG 1999

CustomerCustomer

(3) 12000 10000 (4)

(1) [09F 10000]

2000 (5)

(4) 09A 10000 19A 10000 (2)

Output taxOutput tax

(4) 1304.35 1304.35 (2)(3)1565.22

Output tax clearingOutput tax clearing

(2) 1304.35 1304.35 (4)

Reconciliation accountReconciliation account

(3) 12000 10000 (4)(5)2000

Down payment requestDown payment request

(1) [10000]

Down payment (+B)Down payment (+B)

(4) 10000 10000 (2)

RevenueRevenue

10434,78 (3)

BankBank

(2) 10000(5) 2000

Down Payment Processing: Example

(1) Down payment request: A down payment request is a noted item. It does not change any account balances. You can can dun and pay automatically on the basis of down payment requests. (2) Down payments received: A down payment received represents a liability on your books. It thus may not change the balance of the "Receivables" reconciliation account. You manage down payments received in the alternative G/L account "Down Payments Received" in the payables area of the balance sheet. (3) Customer invoice: When goods are delivered or services performed, the customer receives an invoice. (4) Apply Down Payment to Invoice: At this point the down payment is no longer a down payment. Make the offsetting posting for it. Then it can be posted as a payment to account. (5) Clear the down payment from your accounts. Note: The procedure for down payments paid is exactly the same as that for down payments received. The down payment is actually made with the payment program.

(C) SAP AG AC260 2-11

© SAP AG 1999

CustomerCustomer Reconciliation accountReconciliation account

Individual adjustmentfor receivables

Individual adjustmentfor receivables

(3) 10000

(1) 11500 (4)11500 (1) 11500 (4)11500

RevenueRevenue

(1)10000


(4) 1500

(3) 09E 10000 (2) (2)1000019E 10000

Without tax!

Bad debt expenseBad debt expense(2) 10000 (3)10000

Expense for uncollectable acctsExpense for uncollectable accts(4) 10000

1500 (1)

Bad Debt Adjustment: Example

Doubtful receivables are recorded as individual value adjustments when preparing the balance sheet in year end closing procedures. The special general ledger method is suitable for this procedure since the transaction is entered in the customer account but is also posted to a special G/L account, "Individual Value Adjustments for Receivables". (1) Receivable is recorded in the customer's account. (2) Individual Value Adjustment ( post without tax) is recorded. The expense is now in place for P&L reporting and will be entitled "Individual Value Adjustment Expense".

(3) After the balance sheet key date, you clear the individual value adjustment in effect reversing the adjustment.

(4) A valuation adjustment is made if the receivable is determined to be un-collectable. This time the account "Expense from non-recoverable receivables" is created. This entry does not use a special G/L account since the regular A/R reconciliation account must be adjusted.

(C) SAP AG AC260 2-12

© SAP AG 1999

Reconciliation accountReconciliation account

10000 10000 (2)

Bill of exchange rec.Bill of exchange rec.

(5)10000

RevenueRevenue

8695.65


1304.35

Bank bill collectionBank bill collection

10000 (4)

10000

BankBank

10000(4)

Bill collection clearingBill collection clearing

(5)

(3) 10000

10000 (3)10000

(1)

(2)

(1)

(1)

CustomerCustomer

(1) 10000 10000 (2)

(5)1000009W 10000(2)

Bill of Exchange Example (Without Charges)

Bills of exchange are a form of short-term financing. By paying an invoice by bill of exchange, your customer receives a longer payment period (three months, for example). If you wish, you can pass this bill on to third parties for refinancing . It can be discounted at a bank in advance of its due date in which case the bank would charge you interest. See the online help for more information.

Bills of exchange are treated as special G/L transactions in the FI system. These transactions are therefore automatically recorded separately from other transactions in the sub-ledger and are posted to a special G/L account in the general ledger. As a result, you can display an overview of bills of exchange activity at any time. You can post bills of exchange receivable, bills of exchange payable, and outgoing & incoming checks/bills of exchange.

An example of a bill of exchange receivable without charges is illustrated above: (1) The receivable is recorded in the customer's account. (2) Customer initiates payment using bill of exchange. The balance is now tracked with bills receivable rather than in normal A/R balance. (3) The bank collects the funds from the customer's account on the date specified. (4) The collected amount is deposited into your companies bank account. (5) The amount is applied to the customer's account and the appropriate accounts are cleared.

(C) SAP AG AC260 2-13

© SAP AG 1999

Pre-configuredspecial G/Lindicators

Posting keys

Noted Item (?)Special G

/L

account

Down Pymt, Bill

of Exch. or Oth

Special G/L transactions are already maintained in the standard system

AGBE

Examples:Down paymentGuaranteesBill of exchange rec.Reserve for bad debt

Configuration of Special G/L Transactions

Special G/L transactions are contained in the standard system. However you might what to customize further if you require changes to the standard transactions such as:

- Different account numbers for the reconciliation accounts or the special G/L accounts - Other posting keys or special G/L indicators for the individual transactions - Other specifications for the automatic postings. These include the accounts to be posted, the posting

keys and the rules for account assignment with automatic postings. Special G/L transactions use the special G/L indicator which specifies the type of transaction, in conjunction with the type of account (customer or vendor) to define a particular configuration. Example: Customer down payments and vendor down payments are configured separately.

You can get to a list of special G/L transactions through the use of transaction code FBKP. Then choose special G/L from the toolbar.

(C) SAP AG AC260 2-14

© SAP AG 1999

Special G/L Transactions:Definition of Properties and Accounts

Properties ----------- Type of special G/L Reconc. Special G/Ltransaction account account

Noted item Down payment _______ _______Rel. for credit limit check Bill of exchange _______ _______Commitment warning OtherTarget special G/L indicator

Posting key ------------------------------------------

Debit Credit09 19

Chart of acct.AAAA

Account type Spec.G/L ID Name__ __ _______________

The property screen defines the characteristics for each special G/L indicator/account type Noted Items: You can specify that a special G/L transaction will not update account balances. Relevance for credit limit check: Special G/L transactions can be included in customer credit limit checks. Noted items are generally not considered. All other transactions can be marked according to user specifications. Commitment warning: You can specify that when you post to a vendor or customer account, a message is issued warning the user that a special G/L transaction exists. Example: When you post a vendor invoice, it is helpful to know that a down payment exists for that vendor. Target special G/L indicator: For noted items, you can set the special G/L indicators that are permitted during document entry. The target special G/L indicator is used in the standard system for down payment requests. Special G/L Transaction Type: This defines whether the transaction is a down payment, bill of exchange, or another type. Posting keys: These are the only posting keys that will be allowed in combination with this special G/L indicator.

(C) SAP AG AC260 2-15

© SAP AG 1999

Name TransactionAutomatic statistical offsetting posting SGA

Chart of accounts AAAA

FI configuration: Automatic postings

DGDSKGKS

Acct.type/Spec G/L ID Account

196110196210196410196210

Automatic Statistical Offsetting-Posting

Statistical postings are postings that always post to the same offsetting account. It is based on a combination of the account type (customer/vendor) and the special G/L indicator being used.

It is therefore necessary to define that offsetting account to be used.

(C) SAP AG AC260 2-16

© SAP AG 1999

Customer09 Debit19 Credit

Vendor29 Debit39 Credit

Posting key 09. . .Other attributesales-related ?Special G/LReversal posting keyPayment transaction?Field selection

Sp.G/L Debit/Credit

----------------------? ??19? ?

Special G/L Transactions - Posting Key

The posting keys 09, 19, 29 and 39 are assigned to special G/L transactions in the standard system. The figure shows the configuration of posting key 09. Note that the selection button displays that this posting is used with special G/L transactions.

(C) SAP AG AC260 2-17

© SAP AG 1999

Master data in company codeMaster data in company code

Special General Ledger: Account Control

Account control ----------------------------------------. . .

Tax category ____Recon.account for acct type (D/K). . .

Line item display ? ??Sort key 31 Customer number

Document creation control -------------------

Field status group G031 down payments rcvd. . .

The special G/L accounts are defined as reconciliation accounts for account types D or K. In contrast to 'standard reconciliation accounts' (A/P A/R), special G/L accounts generally have line item display capability.

You can change the screen layout for entering postings via the field status group.

(C) SAP AG AC260 2-18

© SAP AG 1999

Explain what special G/L transactions are

Distinguish between various types of special G/L transactions

Describe functions for special G/Ltransactions

Configure special G/L transactions

In this unit, you have learned how to:

Special G/L Transactions: Summary

(C) SAP AG AC260 2-19

Data Used in the Exercises Data Data in training system Data in IDES System

(C) SAP AG AC260 2-20

Special General Ledger Transactions Exercises

Unit: Special G/L Transactions

At the conclusion of these exercises, you will be able to:

• Process special G/L transactions, on the basis of down payments

• Demonstrate the configuration of a special G/L transaction using down payments as an example

You must prepare a simple demonstration to explain the processing and configuration of a Special G/L Transaction.

1-1 For this course, create a customer with the name T-C1##. ## is the group number as given to you by the course instructor. The customer should be created in company code 1000 using Cust-99 in company code 1000 as a reference.

1-1-1 Record the customer number and reconciliation account for your newly created

customer.

_____________________________________________________

1-2 You negotiated a contract with your customer for 10000, and the contract specifies a

10% down payment due immediately.

1-2-1 Post a down payment request for 1000 using today’s date in company code 1000. The target G/L indicator should be A. The payment is due today. The tax code is A0.

(C) SAP AG AC260 2-21

1-2-2 What is the purpose of the Trg. SP. G/L ind field on this screen? (Use F1 to obtain additional information)

____________________________________________________ ____________________________________________________

1-2-3 Record the document number of the down payment request.

______________________

1-2-4 Review the configuration of a down payment request and a down payment by executing transaction code FBKP and then selecting Special G/L from the toolbar. The down payment request for customers uses account type D and special G/L indicator F. The down payment uses account type D and special G/L indicator A.

1-2-5 What is different about the configuration of these two transactions?

__________________________________________________ __________________________________________________

1-2-6 From the configuration screens determine the general ledger account number that will be used when a down payment is received for a customer that uses reconciliation account 140000.

__________________________________

1-2-7 Display the open line items for your customer making sure to include Special

G/L transactions.

Accounting→Financial Accounting →Accounts Receivable →Account → Display/change line items…enter data, choose open items, cleared items and items with special G/L transactions

1-2-8 What is the special G/L indicator for the down payment request?

______________

1-2-9 How many line items make up this transaction? _______________________________

(C) SAP AG AC260 2-22

1-2-10 What is the reconciliation account for this line item?

____________________

1-2-11 Today, you receive a down payment of 1000 from your customer T-C1## and post it to bank account 113100 with special G/L indicator A. From the menu, choose down payments, once you have entered the data that assigns the down payment to the correct down payment request. Record the document number of the down payment received. ____________________________

1-2-12 Display the open line items for your customer making sure to include Special G/L transactions and cleared items.

___________________________________________________

1-2-13 What is the status of the down payment request? ________________________

1-2-14 Display the document overview for the down payment received. Which General Ledger account has been posted to? _______________

Optional exercises:

1-3 Review the settings for individual value adjustments (Reserve for bad debt, Acct type

D, special G/L indicator E) and guarantees (acct type D, special G/L indicator G)

____________________________________________________

(C) SAP AG AC260 2-23

Special G/L Transactions Solutions

Unit: Special G/L Transactions

1-1 For this course, create a customer with the name T-C1##. ## is the group number as given to you by the course instructor. The customer should be created in company code 1000 using Cust-99 in company code 1000 as a reference.

Accounting →Financial Accounting→Accounts Receivable→Master Records→Create…….enter data…….Save

1-1-1 Record the customer number and reconciliation account for your newly created

customer.

T-C1##, reconciliation account 140000

1-2 You negotiated a contract with your customer for 10000, and the contract specifies a

10% down payment due immediately.

1-2-1 Post a down payment request for 1000 using today’s date in company code 1000. The target G/L indicator should be A. The payment is due today. The tax code is A0.

Accounting→Financial Accounting→Accounts Receivable→Document Entry→Down Payment→Request

1-2-2 What is the purpose of the Trg. SP. G/L ind field on this screen? (Use F1 for help)

You determine the special G/L indicator for a down payment request in this field with which the corresponding down payment is to be posted later.

1-2-3 Record the document number of the down payment request.

(document number)

1-2-4 Review the configuration of a down payment request and a down payment by executing the transaction code FBKP and then selecting Special G/L from the toolbar. The down payment request for customers uses account type D and special G/L indicator F. The down payment uses account type D and special G/L indicator A.

(C) SAP AG AC260 2-24

FBKP → Special G/L → Choose Down payment request (F) for account type D→Chart of accounts: INT→Choose Properties

FBKP → Special G/L → Choose Down payment (A) for account type D→Chart of accounts: INT→Choose Properties

1-2-5 What is different about the configuration of these two transactions?

The down payment request is a noted item, while the down payment creates an actual entry.

The down payment request has only one posting key defined for it, while the down payment has a debit and credit posting key defined for it.

1-2-6 From the configuration screens determine the general ledger account number that will be used when a down payment is received for a customer that uses reconciliation account 140000.

170000

1-2-7 Display the open line items for your customer making sure to include Special G/L transactions.


1-2-8 What is the special G/L indicator for the down payment request?

F

1-2-9 How many line items make up this transaction? One line item

As above and then as follows: Double click line items→Choose the Overview symbol.

1-2-10 What is the reconciliation account for this line item? 196000

1-2-11 Today, you receive a down payment of 1000 from your customer T-C1## and post it to bank account 113100 with special G/L indicator A. From the menu, choose down payments, once you have entered the data that assigns the down payment to the correct down payment request.

(C) SAP AG AC260 2-25

Accounting→Financial Accounting→Accounts Receivable→Document Entry→Down Payment →Down Payment……enter data. Choose Requests from the toolbar. Choose Down payment request, then choose Create down payment from the toolbar. Save your data. Record the document number of the down payment received. (document number)

1-2-12 Display the open line items for your customer making sure to include Special G/L transactions and cleared items.


1-2-13 What is the status of the down payment request? Cleared Status

1-2-14 Display the document overview for the down payment received. Which General Ledger account has been posted to? 170000

Optional exercises:

1-3 Review the settings for individual value adjustments (Reserve for bad debt, Acct type D, special G/L indicator E) and guarantees (acct type D, special G/L indicator G)

Return to the configuration menu for Special G/L transactions.

Transaction FBKP→Special G/L …..enter data listed above


© SAP AG 1999

Settings for correspondence types

Requesting correspondence

Accessing correspondence

Contents:

Correspondence


© SAP AG 1999

Localize the setting options for the standard correspondence in the IMG

Set up your own correspondence type

Request correspondence

Evaluate correspondence


Correspondence: Topic Objectives


© SAP AG 1999











Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

In your company, various types of correspondence are used during daily operations. You want the correspondence to be as automated as possible.However, it should be possible to maintain individual correspondence with your customers.

Correspondence: Business Scenario


© SAP AG 1999

Correspondence Overview

Dunning

Payment advice

Interest calculation

Balance

confirmationGeneral

correspondence

You can configure correspondence in connection with the dunning and payment programs in the corresponding IMG areas.

There are two types of interest calculation: account balance interest calculation with a fixed output list and line item interest calculation with a form that you can adapt.

The balance confirmation is also separate from the standard correspondence.


© SAP AG 1999

Correspondence Function Overview

Correspondence

Request Payment information with line items

Type Individualrequirement

Automatic

X XPayment information without line items

X XAccount statement X XOpen item list X XBill of exchange charges settlement XInternal document (such as: only documents from recurring documents)

X XIndividual correspondence X XDocument statement (credit memo) X X

Print As standard, print mass data periodically

Maintain requests (such as: maintain text, repeat print, individual deletion)

Delete requests (automatically after x days since print)

Receipt (cash journal) X Xand so on...

X

All correspondence types can be requested individually or automatically, such as when posting a document or a collective request for periodic account statements.

The results of correspondence are normally displayed in a form with customer or vendor address, document header and line item information.

The internal document is different than other correspondence types in that the correspondence is for internal use. Different than other correspondence types (except cash journal receipts), it does not contain the customer/vendor address, document header, and document line item information.


© SAP AG 1999

Docs

Correspondence Process

BKORM

Line items Accts

Forms

Incomingpayments

Bill of exchange

Cash journal

Accountprocessing

Periodic acct.statements

Internal documents

Defining requests

For businesstransactions

Automaticper period

Maintain, Delete

Triggerprogram

Variants of printer report for: Payment information with line items

Payment information without line itemsAccount statement

Open item list

Bill of exchange charges settlement

Individual correspondence

Document statement (credit memo)

Receipt (cash journal)

Internal document

RFKORK00

RFKORB00

SAPF140P

SAPF140D

SAPF140

and so on...

Access options


© SAP AG 1999

Correspondencefrom Correspondence Types to Forms

Companycode

SAP01 Pymnt info w/ LI

Correspondencetype

Print report

Variant

SAP06 Account stmnt

SAP08 Open item listSAP07 Bill of exch. settmnt.

Examples for enhancements

FID

Formname

Etc..

SAP02 Pymnt info w/o LI

SAP01 ___RFKORD00 F140_PAY_CONF_01

SAP02 ___RFKORD00 F140_PAY_CONF_01SAP06 ___RFKORD10 F140_ACC_STAT_01

SAP08 ___RFKORD10 F140_ACC_STAT_01SAP07 ___RFKORD20 F140_BILL_CHA_01

Etc...

ZAP01 Pyment info with items and indiv. text

SAP01 Pymnt info with itemsand individual print assignment

ZAP01 ITRFKORD00 Z140_PAY_CONF_01

B1000 ___RFKORD00 F140_PAY_CONF_011000

SAP10 Indiv. Correspndnce SAP10 ___RFKORD40 F140_IND_TXT_01

When creating your own correspondence type and form, note the naming conventions. Correspondence types: SAP01 to SAP05 and SAP07 cannot be changed. If you create copies of them, these correspondence types can only be used for individual and not for automatic requests.


© SAP AG 1999

Correspondence Type: Individual Text

X

Correspondence type

Print report Standarddefault text

Formname

F140_IND_TEXTRFKORD40 F140_IND_TEXT_01

1st Step: Prepare correspondence type (example SAP10)

Indiv. text

SAP10

2nd Step: Maintain standard default text F140_IND_TEXT

Text name F140_IND_TEXTText ID FIKOLanguage D

Editor: &SGDH&>>>> Individual text <<<<<<&MFG&

3rd Step: Maintain standard forms F140_IND_TEXT_01

Text element: 510 INCLUDE &RF140-TDNAME& OBJECT BKORMID FIKOLANGUAGE &RF140-TDSPRAS&

Creating and maintaining individual texts: In this activity, a default text is provided for editing. If the text is saved, a new text is generated (only when creating) with the technical key: F140, User, Data, Time saved.

Text element 510 in standard form F140_IND_TEXT_01: Variable RF140-TDNAME insert the text belonging to this correspondence type (F140User,Date, Time) during printing in the related area of the main window of the standard form F140_IND_TEXT_01.

Variable RF140-TDSPRAS identifies the language key of the text generated.

(C) SAP AG AC260 3-10

© SAP AG 1999

Localize the Customizing of general correspondence

Make settings for you own correspondence type

Request correspondence

Evaluate correspondence

You are now able to:

Correspondence: Unit Summary

(C) SAP AG AC260 3-11

Correspondence Exercises

Unit: Correspondence


• Localize Customizing for the standard correspondence

• Set up your own correspondence type

• Request correspondence for the application component

• Evaluate correspondence

In your company, various types of correspondence are used during daily operations. You want the correspondence to be as automated as possible. However, it should be possible to maintain individual correspondence with your customers.

1-1 In company code 1000, create your own correspondence type ZAP## (## is your group number). When creating correspondence, the entry of an account number should be required. It should be a correspondence type for individual text entry.

Menu path in Customizing: > Financial Accounting > Financial Accounting Global Settings > Correspondence > Define Correspondence Types

1-2 Comprehension: In order to print your individual text, you need the right print report. Where in the R/3 System would you find this information and what is the name of the print report?

Menu path for information in Customizing: ________________________________________________________________

_________________________________________________________________

Print report:_______________________

(C) SAP AG AC260 3-12

1-3 Enter the existing print report variant SAP10 and the standard default text F140_IND_TEXT in Customizing for company code 1000 for your correspondence type in the Print Report Assignment.

Menu path: Financial Accounting > Financial Accounting Global Settings >Correspondence > Assign Programs for Correspondence Type

1-4 In the IMG under Call Options, make certain you can enter your individual text as correspondence during document creation and display.

Menu path: > Financial Accounting > Financial Accounting Global Settings > Correspondence > Determine Call-Up Functions

1-5 Post a credit memo in company code 1000 for customer T-C1## with tax code AN and revenue account 800200 for 100 UNI.

Menu path: Accounting > Financial Accounting > Accounts Receivable > Document entry > Credit memo

Via > Environment > Correspondence, you can enter your request.

1-6 Request your individual correspondence when displaying the posted document.

Menu path: Accounting > Financial Accounting > Accounts Receivable > Document > Display

In the document overview, the menu path:

Environment > Correspondence

Enter your own text between the variables &SGDH& and &MFG&. Save your correspondence and exit the document display.

1-7 Evaluate you request by selecting with your user and placing your correspondence in the spool file. Confirm the dialog box with yes and enter output device LP01.

Menu path: Accounting >Financial Accounting >Accounts Receivable >Periodic processing >Print correspondence > As per requests

1-8 Check your "ready to print" correspondence in the spool file.

(C) SAP AG AC260 3-13

Menu path: System > Services > Output controller

(C) SAP AG AC260 3-14

Correspondence Solutions

Unit: Correspondence

1-1 In company code 1000, create your own correspondence type ZAP## (## is your group number). When creating correspondence, the entry of an account number should be required. It should be a correspondence type for individual text entry.

Menu path in Customizing: > Financial Accounting > Financial Accounting Global Settings > Correspondence > Define Correspondence Types

New entries button:

Field name Value

Correspondence ZAP##

Correspondence type Definable text for group ##

Account req. switch Set

Indiv. text indicator Set

Save

1-3 Comprehension: In order to print your individual text, you need the right print report. Where in the R/3 System would you find this information and what is the name of the print report?

Menu path for information in Customizing: Financial Accounting > Financial Accounting Global Settings >Correspondence > Assign Programs for Correspondence Type Double click on correspondence type SAP10

The print program:_______________________ RFKORD40_______________________

(C) SAP AG AC260 3-15

1-4 Enter the existing print report variant SAP10 and the standard default text F140_IND_TEXT in Customizing for company code 1000 for your correspondence type in the Print Report Assignment.

Menu path: Financial Accounting > Financial Accounting Global Settings >Correspondence > Assign Programs for Correspondence Type Button: New entries

Field name Value

Company code 1000

Correspondence ZAP##

Name of print program RFKORD40

Name of variant SAP10

Text F140_IND_TEXT

1-5 In the IMG under Call Options, make certain you can enter your individual text as correspondence during document creation and display.

Menu path:

> Financial Accounting > Financial Accounting Global Settings > Correspondence > Determine Call-Up Functions Button: New entries

Field name Value

Company code 1000

Correspondence type ZAP##

Document display indicator Set

Document entry indicator Set

Save

1-6 Post a credit memo in company code 1000 for customer T-C1## with tax code AN and revenue account 800200 for 100 UNI.

Menu path:

Accounting > Financial Accounting > Accounts Receivable > Document entry > Credit memo

(C) SAP AG AC260 3-16

Field name Value

Company code 1000

Customer T-C1##

Document date Today's date

Amount 100

Currency UNI

Indicator: Calculate tax Set

G/L account 800200

Amount 100

Via > Environment > Correspondence, you can enter your request.

Save

1-7 Request your individual correspondence when displaying the posted document.

Menu path:

Accounting > Financial Accounting > Accounts Receivable > Document > Display

Field name Value

Doc Number Your document number

Company code 1000

Fiscal Year Current year

Enter In the document overview, the menu path:

Environment > Correspondence

Field name Value

Company code 1000

Customer T-C1##

Continue Enter your own text between the variables &SGDH& and &MFG&. Save your correspondence and exit the document display.

Save

Green arrow (Back)

(C) SAP AG AC260 3-17

1-8 Evaluate you request by selecting with your user and placing your correspondence in the spool file. Confirm the dialog box with yes and enter output device LP01.

Menu path:

Accounting >Financial Accounting >Accounts Receivable >Periodic processing >Print correspondence > As per requests

Field name Value

Company code 1000

User Your user ID

1-9 Check your "ready to print" correspondence in the spool file.

Menu path:

System > Services > Output controller Position the cursor on your correspondence and choose Display (glasses).


© SAP AG 1999

Kinds of interest calculation

Data required for interest calculation

ConfigurationInterest indicator

Terms

Interest rates

Account determination

Running interest calculation

Interest Calculation: Contents


© SAP AG 1999


Identify data required for interest calculation

Configure R/3 to perform interest calculation

Explain the differences between balance and interest on arrears calculation

Run the interest calculation program

Interest Calculation: Unit Objectives


© SAP AG 1999




Interest calculationInterest calculation







Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

The financial accountant responsible for reconciliation of bank accounts requested a means to verify interest charged by banks.

Interest Calculation: Business Scenario


© SAP AG 1999

Kinds of Interest Calculation

Interest Calculation in R/3Interest Calculation in R/3Interest Calculation in R/3

Balance interest calculation

Balance interest Balance interest calculationcalculation

G/L, A/R, A/PG/L, A/R, A/PG/L, A/R, A/P

Account balancesAccount balancesAccount balances Item interest calc.Item interest calc.Item interest calc.

Accts receivableAccounts payableAccts receivableAccts receivable

Accounts payableAccounts payable

Interest on ArrearsInterest on ArrearsInterest on ArrearsInterest calc. type

Normal Account

Basis for calculation

R/3 provides two kinds of interest calculation: Balance interest calculation is applied to the entire balance of a G/L or customer account, applying a particular interest rate for a specified period of time. Interest on arrears is applied to individual items in accounts receivable or accounts payable. A certain interest rate is applied to the items that are still open or unpaid at a specified date.


© SAP AG 1999

Interest Calculation Configuration

Interest calculation indicator

General terms

Time-based terms

Interest rates

Account determination

Configuring the interest programs involves working with five major areas: - Interest calculation types set basic parameters used in calculation. To calculate interest for an

account (G/L, customer, vendor), the master data for that account must include the interest calculation indicator that applies.

- General terms specify further parameters about how each interest calculation indicator works. - Time-based terms set validity dates and relationships to interest rates. - Interest rates establish reference interest rates (like LIBOR or Prime) that interest calculations can

be tied to. - Account determination establishes which accounts the results of an interest calculation will be

posted to (as needed).


© SAP AG 1999

Interest IDInterest ID DescriptionDescription Interest calc. typeInterest calc. type

01

03

04

0505

Standard item int. calc.

Standard balance int. calc.

Balance int. calc. term 3

Item interest calc. term 2

Balance int. calc. term 3Balance int. calc. term 3

P

S

S

P

SS

02

DescriptionDescriptionDescription

Item interest calc.Item interest calc.

Balance interest calc.Balance interest calc.


Item interest calc.Item interest calc.


Interest Calculation Indicator

Interest calculation indicators establish basic parameters for R/3 to use when calculating interest. Note that each interest ID must be assigned an interest calculation type, indicating whether it is used for balance interest calculation or item interest calculation.

Every account for which R/3 will calculate interest must have an interest indicator in its master record. R/3 requires a separate interest calculation indicator for each combination of interest variables, such as calculation frequency, calendar type, currency, interest rate, etc.


© SAP AG 1999

General Terms

Sets major parameters for interest calculation

Interest calc. indicatorInterest calc. indicator

Interest calc. frequencyInterest calc. frequency

Settlement daySettlement day

Calendar typeCalendar type

020202

333

111

GGG

Specifies a particular set of interest terms

Determines how often interest is calculated

Sets the day of the month that interest is calculated on

Specifies interest calculation base: 30/360, 30/365, actual/360, actual/365

Other settingsOther settings

General terms set financial parameters for each interest calculation indicator. For instance, each indicator uses a specific calendar type that governs the interest basis and period used for interest calculation.

Other general terms control maximum / minimum limits on interest postings, blocks on outgoing payments, setting payment terms, and forms control.


© SAP AG 1999

Time-Dependent Interest Terms

Interest calculation ind.Currency keyValid fromSequence number

3,0000003,0000003,000000

Debit interest: Arrears interest calculationDebit interest:Debit interest: Arrears interest calculationArrears interest calculation

010101

01.01.199801.01.199801.01.1998

111

UNIUNIUNI

Interest ratesReference interestPremiumAmount from

Term

Time-dependent interest terms differ from general terms in having validity dates. They set, for instance, the reference interest rate that a calculation is tied to, and the premium (or spread) above that reference rate that applies. If the 3-month LIBOR rate (London Interbank offered rate) is entered as the reference interest rate and a premium of 3.00% is entered, then with a LIBOR rate of 3.75%, the interest calculation rate will be 6.75%. When no reference interest rate is entered (as above), the premium rate alone (3%) is used in the calculation.

The "amount from" field specifies that the rate(s) apply only to balances above a certain dollar amount. In conjunction with the sequence numbers, an R/3 user can use this feature to build "tiered' interest rates, where interest on balances up to a given amount calculate at one rate, and balances above that amount calculate at a different one.

(C) SAP AG AC260 4-10

© SAP AG 1999

Reference Interest Rates

Ref. Interest rate LIB_6_UNILIB_6_UNILIB_6_UNI

Six month LIBOR rate in UNI currencySix month LIBOR rate in UNI currencySix month LIBOR rate in UNI currency

LIBOR 6MO UNILIBOR 6MO UNILIBOR 6MO UNI

01.01.199801.01.199801.01.1998

UNIUNIUNI

Additional details

Long text

Short text

Valid from

Currency

Financial center

R/3 allows the user to set up reference interest rates. In addition to an interest rate ID, the user can supply long and short text descriptions, an effective date, a currency and a financial center.

(C) SAP AG AC260 4-11

© SAP AG 1999

Reference Interest Rates Values

Reference

DISDM

DISDM

DISDM

LIB_6_UNI

LIB_3_UNI

Reference

DISDM

DISDM

DISDM

LIB_6_UNI

LIB_3_UNI

Short text

Discount

Discount

Discount

Libor 6 Month

Libor 3 Month

Short text

Discount

Discount

Discount

Libor 6 Month

Libor 3 Month

Valid from

01.10.1998

01.06.1998

01.01.1998

01.10.1998

01.10.1998

Valid from

01.10.1998

01.06.1998

01.01.1998

01.10.1998

01.10.1998

Interest rate

8,5000000

9,0000000

10,0000000

3,6762500

3,5825000

For each reference interest rate, a value and a validity date are entered periodically. Each rate value remains in effect until a new validity date is entered for the same reference interest rate.

In the illustration above, the DISDM interest rate is: 10.0 % from 01/01/98 to 05/31/98 9.0 % from 06/01/98 to 09/30/98 8.5% for dates on or after 10/01/1998

(C) SAP AG AC260 4-12

© SAP AG 1999

Account Determination

Business Transaction (predefined in R/3)

+ Optional modifiers

Company code

Interest indicator

Business area

Posting Key and Account Symbols

Account Symbols

+ Optional modifiers

Chart of accounts

Currency

Actual Account Assignment

Examples:

1030 - Int. Calc. Period Debit Interest

1000 - IDES AG

01 - Standard item interest calculation

4000 - Chemicals

Posting key 40, account symbol 1000 Posting key 50, account symbol 0001

INT - International Chart of Accounts

UNI - Chart of accounts - International

G/L account interest applied to, plus account 273100 (Interest Income)

Account determination in R/3 starts with predefined business transactions which are accessed when the user runs the interest calculation programs.

- Transaction 1030 in the example above if the user wants to calculate the interest for a certain period and wants to debit the account for which interest is calculated.

When the business transaction is combined with optional modifiers like the company code and interest indicator, R/3 determines posting keys and account symbols.

Account symbols, when combined with modifiers like the chart of accounts and currency, point to G/L (or vendor or customer) accounts where the interest transactions are posted. The use of account symbols allows companies with different charts of accounts and currencies to use the same business transactions.

Example: Business transactions per account only one business transaction is relevant 1000 Interest received posting 2000 Interest paid

posting "Splitting" is activated in the report selection screen. Two business transactions can be displayed. 1010 Minus debit interest past value date Separate Minus postings for a period for 2010 minus

credit interest for past value date Period for interest calculation already past

1020 Minus debit interest past value date Separate Minus postings for a period for 2020 (Plus) credit interest value date in the past which interest have already been calculated 1030 Interest calculation period debit interest 2030 Interest calculation period credit interest

(C) SAP AG AC260 4-13

© SAP AG 1999

Running Interest Calculation

You can make data selections with a variety of variables, including:You can make data selections with a variety of variables, includYou can make data selections with a variety of variables, including:ing:

The program also provides other controls governing cash pooling,output, posting, and logs.

The program also provides other controls governing cash pooling,The program also provides other controls governing cash pooling,output, posting, and logs.output, posting, and logs.

You execute the program using one of three options:You execute the program using one of three options:You execute the program using one of three options:

G/L account Chart of accounts

Company code Business area

Currency Period for calculation

Interest calculation indicator

Execute in the foreground

Execute and print

Execute in batch mode (you must execute in batch to post transactions automatically).

Limit the number of accounts included in the interest calculation by entering intervals or individual values for the chart, account number, company code, interest indicator and business area. Generally, only accounts with an interest indicator in the master record and which are managed with line item display are included.

You can also enter the interest calculation period, date of last interest run, and other options. The output of the program displays an interest scale for each month. Select summarization levels to determine how detailed the interest scale will be.

To monitor the interest calculation run (or perhaps explore why it didn't run as expected), you can have the system log the run. Limit the log to a few G/L accounts - the printout can be lengthy.

Run the program as a background job. Set the "Post interest" indicator so that posting is completed automatically.

(C) SAP AG AC260 4-14

© SAP AG 1999

You can calculate and post interests for G/L and AP/AR accounts

Two different types of interest calculation are available:Individual item based and account balance Value date based interest calculation

In order to facilitate a successful program run, the calculation indicator has to be entered in the account master and the configuration has to be accurate.

Interest Calculation: Summary

(C) SAP AG AC260 4-15

Interest Calculation Exercises

Unit: Interest Calculation

At the conclusion of this exercise, you will be able to:

• Describe the interest calculation function in R/3

• Understand how to configure the system to calculate correctly and post to appropriate accounts.

The accountant responsible for reconciling bank accounts has requested a means to verify interest charged by banks. He has asked you to provide a demonstration that R3 can meet his requirements.

1-1 True or False:

1-1-1 Account master data must contain an interest calculation indicator for interest calculation to take place.

__________

1-1-2 On a given account, R3 cannot charge different interest rates based on the dollar amounts of balances or items.

__________

1-1-3 R/3 can be configured so that interest charges are calculated for customers or vendors that owe you money. You cannot, however, calculate interest if you own the business partner money.

__________

1-2 Review interest calculation features and Customizing for interest calculation.

1-2-1 Name the two kinds of interest calculation R3 offers

________________________________________

1-2-2 What information do you need to set up a new interest calculation indicator?

________________________________________

(C) SAP AG AC260 4-16

1-3 Understand account determination for interest calculation.

1-3-1 For business transaction 1030 (interest calculation period debit interest), in company code 1000, interest indicator 01, what posting key is used for debit postings?

__________

1-3-2 Credit postings?

__________

1-3-2 What account symbol receives the debit posting?

__________

1-3-3 What account symbol receives the credit posting?

__________

1-3-4 To determine the G/L accounts R/3 posts to for this transaction, what other information do you need to know?

________________________________________

1-3-5 Enter INT as the chart of accounts. What account does the debit entry post to?

____________________

1-3-6 What account does the credit entry post to?

____________________

1-3-7 What is the name of the account in 1-3-7?

____________________

(C) SAP AG AC260 4-17

Interest Calculation Solutions

Unit: Interest calculation

1-1 True or False:

1-1-1 Account master data must contain an interest calculation indicator for interest calculation to take place.

True 1-1-2 On a given account, R3 cannot charge different interest rates based on the dollar

amounts of balances or items.

False 1-1-3 R/3 can be configured so that interest charges are calculated for customers or

vendors that owe you money. You cannot, however, calculate interest if you own the business partner money.

True

1-2 Review interest calculation features and Customizing for interest calculation.

1-2-1 Name the two kinds of interest calculation R3 offers

Balance calculation and interest on arrears 1-2-2 What information do you need to set up a new interest calculation indicator?

A 2-digit interest ID and an interest calculation type A name for the interest calculation indicator is helpful, but optional.

1-3 Understand account determination for interest calculation. In the IMG, go to Prepare G/L Account Balance Interest Calculation. All answers can be found in this section.

1-3-1 For business transaction 1030 (interest calculation period debit interest), in company code 1000, interest indicator 01, what posting key is used for debit postings?

40 (just find business transaction 1030 – the other variables are all wild cards and the answer works for all values)

(C) SAP AG AC260 4-18

1-3-2 Credit postings?

50 (same as 1-3-1) 1-3-3 What account symbol receives the debit posting?

1000 – G/L Acct Earned (in the case of interest earned) (same as 1-3-1) 1-3-4 What account symbol receives the credit posting?

0015 - Calc.per.int.earned Interest income (same as 1-3-1) 1-3-5 To determine the G/L accounts R/3 posts to for this transaction, what other

information do you need to know?

You need the chart of accounts used. When you select accounts, the system prompts you to enter the chart of accounts.

1-3-6 Enter INT as the chart of accounts. What account does the debit entry post to?

It is reposted to the account that interest was calculated for. This is displayed in found in the same row as the symbol 1000 and the row of pluses (+).

1-3-7 What account is the credit entry posted to?

273100 – the entry across from symbol 0015 1-3-8 What is the name of the account in 1-3-7?

Interest income

Accounting→Financial Accounting→General ledger

Master records→ Individual processing→ Edit G/L account centrally.

Enter the account number and company code, then execute.


© SAP AG 1999

Uses for additional currencies

Types of currencies available within R/3

Configuration of parallel currencies

Displays and reports using parallel currencies

Parallel Currencies: Contents


© SAP AG 1999

Describe the following aspects of parallel currencies:

Currency types available


Discuss the role of parallel currencies

Describe base currency and cross-rate functions


Parallel Currencies: Unit Objectives


© SAP AG 1999

Target Users of Parallel Currencies

Companies that have to do internal and/or external reporting in one or two additional currencies.

Companies that are located in countries with high inflation

Multi-national groups


© SAP AG 1999




Interest calculationInterest calculation







Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

Additional Data

Company code 1000

IDES, AG

FrankfurtDE

UNIDE

"Company Code Details""Company Code Details"

The local currency is the currency of the company code. It is defined at the time

the company code is created.

Account balances and transaction figures are always available and displayed in the local currency for all accounts

Company name

CityCountry

LanguageCurrency

Local Currency

Since you enter the currency key in the company code area, each company code can use its own local currency to manage its accounts. This is particularly important for international corporate groups since subsidiaries may all use the same chart of accounts but must manage their accounts in local currency.


© SAP AG 1999

Update Currency

Account type

P&L account

Reconciliation account

Open item account

All other b/s accounts

Update currencyDocument currency

Account currency

The update currency is the currency, in addition to the local currency, in which the transaction figures are updated in the General Ledger

The account currency is the currency that is entered in the master record of the account. This can be the local currency or the account can be managed in a foreign currency. NOTE: General Ledger accounts that are managed in a foreign currency can only be posted to in that currency.

The document currency is the currency that is entered in the document when posting. Since transaction figures and account balances of P&L accounts are updated with the document currency, you can look at expenses and revenues separately per currency. With open item accounts, you can analyze receivables and payables at account level by currency.


© SAP AG 1999

Additional Local Currencies

Besides the local currency and the document currency, accounts in FI can be managed in two additional local currencies called parallel currencies.

…...…

999999

Parallel2

Parallel currencies are

optional

Parallel1

Doc.curr.LocalStorage of

transaction figures and G/L account balances

000001Local and document

currencies always available

The local and document currencies are stored in each document in FI. You can also choose to manage documents in two additional currencies.


© SAP AG 1999

60005000

420040002000CoCd

Additional local currencies for company code

IDES MexicoIDES Japan

IDES AustraliaIDES CanadaIDES UKCompany name

MexicoTokyo

MelbourneTorontoLondonCity

MXJP

AUCAGBCountry

Definition of Additional Local Currencies

Additional local curr for company code: Detail

Company Code 6000 IDES Mexico

2. Local currencyCurrency USD

1. Local CurrencyCurrency MX

Currency UNI3. Local currency

Value of 1st Local Currency Defaults from Company Code

2nd and 3rd currency values must be defined in configuration

Automatic calculation of

additional currencies

Two additional currencies can be defined for each company code in Customizing. Additional amounts do not have to be entered manually for the additional currencies. The system calculates them using the exchange rate table. Depending on settings, either the update or local currency is taken as a basis for the translation.


© SAP AG 1999

Additional Local Curr for Company Code: Detail

Company code

2. Local currency

Curr. type KursEx.rt.type AusgSrce curr. Art TrsDte typ

6000 IDES Mexico

40 M13

Hard currencyStandard translation at average rateTranslation using the transaction currency as the basisTransaction date

USDCurrency

Additional Local Currencies: Currency Type

The currency type specifies the role of the currency to be kept in parallel

Example of currency types / Place of definitionGroup currency / clientGlobal company currency / company masterHard currency / country masterIndex currency / country master

The currency type is a key describing a currency with regard to : - Its role within the R/3 system - The valuation base with which the amount calculated, if you use functions for multiple valuation.

You can define the currency type for the 2nd and 3rd additional local currency. The 1st local currency is always the local currency of the company code.

Examples of currency types: Group currency The currency that is specified in the client table and automatically defaults Global Company Currency: Currency used for a group Index-Based Currency: country-specific second currency that is used in countries with high inflation; used for reporting

Exchange rate differences are posted in the local currency of the company and in the additional currencies

(C) SAP AG AC260 5-10

© SAP AG 1999

Additional local currencies for company code: Detail

Company code 6000 IDES Mexico

2nd Local currencyCurrency type

Ex.rt.typeSrce curr.

TrsDte

USD40

M13

Hard currencyStandard translation at average rateTranslation using the transaction currency as the basisTransaction date

Currency

Additional Local Currencies: Exchange Rate Types

The exchange rate type determines which stored rate will be used for the calculation of the additional amount fields.

Exchange rate types overview

Type= from

USDM

G

2013

M

Define base currency for cross

rate function

Usage Base curr.

Bcurr. Buy rate at Sell rate at INV EMU Fixed

Standard trans.average

Bank buy rate

Historical rate

The exchange rate type determines which exchange rate stored in the system is used for the calculation of the additional amount fields. As with the local currency, you can use the exchange rate type M(average rate) or any other exchange rate type.

Cross Rates: if foreign currency translation is necessary between many different currencies, you can simplify the maintenance of the exchange rates by specifying a base currency. You will then only have to specify for this exchange rate type the rates of all currencies in relation to the base currency. All foreign currency translation is then carried out in two stages via the base currency.

Base currency = From currency allows you to mange currency conversions that use the EURO as the base currency more easily. With exchange rate relations within the EU the base currency must be the From-currency according to legal directives.

You can calculate the bank buying and selling rates using the the average rate and the spread. The spread is the difference between the average rate and the bank buying rate, or between the average rate and selling rates. Spreads are maintainable in R/3.

(C) SAP AG AC260 5-11

© SAP AG 1999

Additional Local Currencies: Detail - Output Currency and Translation Date

Add. local currencies for company code - detail

Company code

2nd Local currency

Curr. typesEx.rt.type

Out.curr.Type Trn.dte

Data for translation1. Document date2. Posting date 3. Translation date

USD

Output currency for translation

1. Transaction currency as basis2. First local currency as basis

40

M

13

Hard currency

Standard translation at average rate

Translation based on the transaction currency

Translation date

Currency

6000 IDES Mexico

The source currency for translation can be taken from the update/transaction currency or the first local currency (currency of the company code).

The translation date type determines which date should be used for the translation of the amounts according to the exchange rate table.

(C) SAP AG AC260 5-12

© SAP AG 1999

Define Ledger for Additional Currencies

Ld Ledger Name

Choose

0 G/L acct trans fig

L1 G/L acct trans fig

L2 G/L acct trans fig

Ledgers that contain additional currencies

must be defined

Display Ledger: OverviewLedger 0is alwayspredefined

Table

GLT0

GLT0

GLT0

Valuation

Legal Valu

Legal Valu

Legal Valu

Second CurrencyLocal currency

Index-Based Currency

Hard currency

Third CurrencyGroup Currency

Group Currency

Group Currency

Sort Criteria

If you manage parallel currencies other than the group currency,you must specify in which ledgers the parallel currency amounts are to be updated

The amounts of the currencies posted in parallel are stored in the documents and updated in the General Ledger. The update currency, the local currency and the group currencies are updated in the predefined ledger "00". This automatically takes place with no configuration necessary.

However, if you manage parallel currencies other than the group currency you must specify in which ledgers the currency amounts are to be updated. The corresponding default ledger settings are made in Special Purpose Ledger. A Ledger would be defined with the desired parallel currencies capturing the appropriate amounts. These ledgers are used for reporting.

(C) SAP AG AC260 5-13

© SAP AG 1999

The exchange rate tables use the exchange rate types to determine the appropriate rate for translation

Exchange Rates: Overview

:

::

:

Type

MMM

Example: On 06/06/XX100000 Mexican Pesos = 12,573.83 USD00(100000 X 12.57383 / 100)

From

MXNMXNMXN

To

USDUSDUSD

Valid From

06/06/XX06/06/XX06/06/XX

Exch.Rate

12,5738312,5549012,88235

Fact. (From)

100100100

Factor (to)

1 1 1

Exchange Rate Tables

Exchange rates are needed to: - Translate foreign currency amounts when posting or clearing, or to check an exchange rate which

has been entered manually. - Determine the gain and loss from exchange rate differences. - Evaluate open items in foreign currency, and evaluate foreign currency balance sheet accounts

The system uses the "M" rate when posting and clearing documents.

(C) SAP AG AC260 5-14

© SAP AG 1999

Display Document: Overview

Line items in document currency

Display currency

Doc. numberDoc. date ReferenceCurrency

10000000306/06/XX

MXN

600005.05.XX

XXXX5

001 40 113101 Bank - Payables002 50 113100 Bank - Domestic

Ln.itm PK BusA Acct.No. Name TC Tax Amount in MXNCurrency for doc. display.

Transaction currencyLocal currency Hard currency Group currency

The amounts of the currencies stored in parallel are stored in the individual documents and can be displayed by choosing the desired currency

Company code Posting date Cross CC No.Text available

Fisc.yr Period

Store Document for Parallel Currencies

In order to view the stored currencies on the document, use the document display, display currency functionality. The parallel currencies that have been defined will be available for viewing.

To view all currencies simultaneously, you can define a line layout variant for currencies that are managed in parallel. There are different layouts for displaying documents and displaying accounts. Refer to R/3 documentation for more details on creating line layout variants.

(C) SAP AG AC260 5-15

© SAP AG 1999

Financial Statements Using Additional Currencies

Balance Sheet/P&LProgram Edit Goto System Help

Chart of Accounts to G/L Account to

INT

General Selections

Company code toBusiness area toCurrency type

6000

40

Financial statements can be generated using the values stored for the

additional currencies defined for a particular company code using

RFBILA00 .

Financial statements can be generated using the values stored for the

additional currencies defined for a particular company code using

RFBILA00 .

CurtypeCurrency type

1030405060

Company code currencyGroup currencyHard currencyIndex-based currencyGlobal company currency

Short text

Reports using the values stored in additional currencies can be run using the standard Balance Sheet/ P&L.

Additional user defined reporting is available using the additional ledgers that have been defined using report writer / report painter techniques.

(C) SAP AG AC260 5-16

© SAP AG 1999

Integration FI-CO

Example: Mexican and Argentinean subsidiaries owned by a German company

FI

Mexico

TC LC GC HCITL MXN DEM USD

Co-Area and Group

FI

Argentina

TC LC GC HCGBP ARS DEM USD

Controlling areaSouth America

TC OC CACGBP ARS USDITL MXN USD

COCCA

CO stores 3 currencies1. Transaction currency2. Object currency3. CControlling area currency

If a controlling area contains only company codes with the same local currency, the object currency in CO is freely definable.

When the currencies of the company codes within one controlling area are different, as in the example above, the object currency in CO is no longer freely definable. The object currency must be the local currency.

(C) SAP AG AC260 5-17

© SAP AG 1999

The chief financial officer has expressed a desire to be able to have a common currency between the subsidiary companies within the international group enterprise.

Parallel Currencies: Business Scenario

(C) SAP AG AC260 5-18

© SAP AG 1999

The chief financial officer has expressed a desire to be able to have a common currency between the subsidiary companies within the international group enterprise.

Local Curr MXN USD JPY UNITransaction curr ? ? ? ?Group curr UNI UNI UNI UNIHard curr USD

International group currency: UNIIDES Mexico

6000IDES Japan

5000IDES USA

3000IDES AG

1000

Business Scenario

(C) SAP AG AC260 5-19

© SAP AG 1999

Types of currencies available


Discuss the role of parallel currencies

You should be able to describe the following aspects of parallel currencies:

Parallel Currencies: Summary

(C) SAP AG AC260 5-20

Parallel Currencies Exercises

Unit: Parallel Currencies


• Discuss the role of parallel currencies in an international organization.

• Explain how parallel currencies are configured in the system

The chief financial officer has expressed a desire to be able to have a common currency for subsidiary companies in the international group.

To define additional local currencies (parallel currencies) for a company code, proceed as follows:

1. Decide which currency types will be needed

2. Configure R/3 to capture the appropriate currency in the desired currency type

3. Configure each company code to use the appropriate currency types

1-1 What is the purpose of the local currency or company code currency in R/3?

_____________________________________________________________

1-2 What two currencies are R/3 documents always stored in?

_____________________________________________________________

1-3 IDES has a company code in Mexico, company code 6000. What is the local or company code currency for this company code? Where did you locate this information?

_____________________________________________________________

_____________________________________________________________

(C) SAP AG AC260 5-21

1-4 IDES will use the group currency to meet the CFO's desire to have a common currency throughout the enterprise. What is the group currency for Mexico? Where did you find this information?

_____________________________________________________________

1-5 IDES will use the Hard Currency function in Mexico. What is the purpose of a hard currency? Where is the hard currency defined for Mexico and what is it?

_____________________________________________________________

1-6 What index currency is defined for Mexico, should IDES Mexico choose to use it?

_____________________________________________________________

1-7 Display the configuration of the additional currencies for company code 6000 in Mexico. What additional local currency type has been defined for this company code? Where did you locate this information?

_____________________________________________________________

1-8 Post a document in Company Code 6000 to record the receipt of an A/P invoice from vendor 1095, Lopez S.A. in Mexico City. The amount of the invoice is 1000MXN. The posting date should be today’s date. The debit should be posted to Miscellaneous, account 476900, cost center 1000. Use the tax code V0. Record the FI document number.

_____________________________________________________________

1-9 In how many currency types can this document be displayed? What are they? Make certain that the "Document display not as list" option is activated.

_____________________________________________________________

_____________________________________________________________

1-10 For internal reporting purposes this transaction is checked in controlling area 6000. What is the currency type and currency defined for controlling area 6000? Where did you locate this information?

_____________________________________________________________

1-11 Display the controlling document for this FI document. (Hint: Choose Environment → FI-Document, if you want to see the document overview). Record the CO document number.

_____________________________________________________________

(C) SAP AG AC260 5-22

1-12 Display the actual cost line items for cost center 1000 using the Overhead Management section of the Information System. Run the report for cost center 1000, cost element 476900. Today's data should line in the posting date area. Under further selection criteria, enter the CO document number of the document posted in 1-10. After executing the report, highlight the amount in Value COCurr associated with cost center 1000, then select the Choose detail icon (magnifying glass) from the toolbar. Answer the following questions to see the type of currency data that is stored in R/3.

1-12-1 What is the value in the CO document? _____________________

1-12-2 What is the CO area currency? ________

1-12-3 What is the CO object type? _______________________________

1-12-4 What is the object currency? __________________________

1-12-5 What is the value of the object currency? _________________

1-12-6 What is the transaction currency? ______________________

1-12-7 What is the value in the transaction currency? ____________

(C) SAP AG AC260 5-23

Parallel Currencies Solutions

Unit: Parallel Currencies

1-1 What is the purpose of the local currency or company code currency in R/3?

Each company code defines its own currency to manage its accounts and produce reports. This makes the data easy to enter and interpret for users of the company code.

1-2 What two currencies are R/3 documents always stored in?

R/3 always stores document data in the currency of the company code as well as in the update currency (transaction currency).

1-3 IDES has a company code in Mexico, company code 6000. What is the local or company code currency for this company code? Where did you locate this information?

Tools → Accelerated SAP → Customizing→Edit project → Display SAP Reference IMG→ Financial Accounting → Financial Accounting Global Settings → Company Code → Enter Global Parameters

Company Code 6000 uses MXN – Mexican Peso (new)

1-4 IDES will use the group currency to meet the CFO's desire to have a common currency throughout the enterprise. What is the group currency for Mexico? Where did you find this information?

Tools→Administration→Administration→Client Administration→Client Maintenance →…view information related to the client you have been instructed to use for this course

Group currency is the currency of the client. The client currency is UNI.

(C) SAP AG AC260 5-24

1-5 IDES will use the hard currency function in Mexico. What is the purpose of a hard currency? Where is the hard currency defined for Mexico and what is it?

→ Display SAP Reference IMG .→ General Settings → Set Countries → Define Countries → Select MX

The hard currency is a country-specific currency used in countries with high inflation. The hard currency defined for Mexico is USD.

1-6 What index-based currency is defined for Mexico, should IDES Mexico choose to use it?

There is no index-based currency currently defined for IDES, Mexico.

→Display SAP Reference IMG .→ General Settings → Set Countries → Define Countries → Select MX

1-7 Display the configuration of the additional currencies for company code 6000 in Mexico. What additional local currency type has been defined for this company code? Where did you locate this information?

→ Display SAP Reference IMG → Financial Accounting → Financial Accounting Global Settings → Company Code →Parallel Currencies→ Define Additional Local Currencies

Company code 1. Local currency 2. Local currency 3. Local currency

6000 Type10-Local MXN Type 40-Hard-USD Type 30-Group UNI

1-8 Post a document in Company Code 6000 to record the receipt of an A/P invoice from

vendor 1095, Lopez S.A. in Mexico City. The amount of the invoice is 1000MXN. The posting date should be today’s date. The debit should be posted to Miscellaneous, account 476900, cost center 1000. Use the tax code V0. Record the FI document number.

Accounting→Financial Accounting→Accounts Payable→Document entry→Invoice….Enter Data

(C) SAP AG AC260 5-25

Header data:

Company Code: 6000

Vendor: 1095

Invoice date: Today’s Date

Posting date: Today’s Date

Currency: MXN

Amount: 1000

Calculate tax X

G/L account: 476900

Amount: 1000

Tax Code: V0

Cost Center: 1000

Save the document number

1-9 In how many currency types can this document be displayed? What are they? Make certain that the "Document display not as list" option is activated.

Accounting→Financial Accounting→Accounts Payable→Document→Display…enter Data, ….Choose the Display Currency option from the toolbar

Document currency MXN

Local currency MXN

Hard currency USD

Group Currency UNI

1-10 For internal reporting purposes this transaction is checked in controlling area 6000. What is the currency type and currency defined for controlling area 6000? Where did you locate this information?

→ Display SAP Reference IMG → Enterprise Structure → Definition → Controlling → Maintain Controlling Area → Maintain Controlling Area….Select controlling area 6000

The currency of the controlling area is located in the definition of the controlling area in the IMG.

The currency type for the controlling area is type 40, hard currency.

(C) SAP AG AC260 5-26

1-11 Display the controlling document for this FI document. (Hint: Choose Environment → Accounting Documents when displaying the document in the overview). Record the CO document number.

Accounting→Financial Accounting→Accounts Payable→Document→Display…enter Data…..Environment→Accounting Documents Record the unique cost accounting document number.

1-12 Display the actual cost line items for cost center 1000 using the Overhead Management section of the Information System. Run the report for cost center 1000, cost element 476900. Today's data should line in the posting date area. Under further selection criteria, enter the CO document number of the document posted in 1-10.

After executing the report, highlight the amount in Value COCurr associated with cost center 1000, then select the Choose detail icon (magnifying glass) from the toolbar. Answer the following questions to see the type of currency data that is stored in R/3.

Information Systems→Accounting→Controlling → Reports for Cost Center Accounting → Line Items→ Cost Centers: Actual Line Items…enter data

Controlling area: 6000

Cost Center: 1000

Cost Element: 476900

Posting date: Today’s Date

Display Variant: 1SAP

Choose Additional selection criteria and enter your user ID under documents/objects. Select your document and choose Detail (magnifying glass).

1-12-1 What is the value in the CO document? Depends on the Current exchange

rate 1-12-2 What is the CO area currency? USD 1-12-3 What is the CO object type? Cost Center 1-12-4 What is the object currency? MXN 1-12-5 What is the value of the object currency? 1000 1-12-6 What is the transaction currency? MXN 1-12-7 What is the value in the transaction currency? 1000

(C) SAP AG AC260 5-27


© SAP AG 1999

What is the Accounts Payable and Accounts Receivable information system?

Creating evaluations

Displaying evaluationsEvaluation types

Navigation and access paths

Customizing the information system

A/P and A/R Information System: Contents


© SAP AG 1999


Create evaluations in the information system

Understand the different options for displaying evaluations

Navigate in the AP/AR information system tree structure and modify the structure

Understand Customizing options and how they affect evaluations

A/P and A/R Information System: Unit Objectives


© SAP AG 1999











Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

The Accounts Receivable and Accounts Payable managers have asked you for better reporting to support their areas. In particular, they want to be able to evaluate combinations of variables, such as company, business area, credit control area. They also want to be able to drill down from summary data levels to individual document details.

You must demonstrate that R/3 will provide the kind of reporting they want.

A/P and A/R Information System: Business Scenario


© SAP AG 1999

Accounts Receivable

- Information System

A/R Information System

+ Account Information

+ Adequacy / Document

etc. ...

Standard report tree

RFDABL00RFDANZ00RFDAPO00RFDAUB00etc...

Display Changes to CustomersList of Down Payments Open on Key DateList of Cleared Customer ItemsRecurring Entry Documents

Standard reporting:System Services

Reporting

Options!

What is the Accounts Payable and Accounts Receivable Information System?

The AP/AR info system is a separate information system for evaluating Accounts Payable and Accounts Receivable data. It corresponds to the other A/P and A/R reporting functions provided by the R/3 System. You can access both via the A/P and A/R report trees. The AP/AR information system provides special evaluation types, such as

- Due date breakdown - Payment history - Currency analysis - Overdue items - Days sales outstanding analysis - Terms offered/terms taken

The R/3 System provides many Accounts Receivable and Accounts Payable reports besides the information system. For some companies, these delivered reports may be sufficient. The AP/AR information system provides more functions, however. It permits extensive combinations of variables and allows you to break down the reports by document.


© SAP AG 1999

DATA RETRIEVAL PROGRAMS

Evaluations - A Two-Step Process

EVALUATION DISPLAY PROGRAM (with drilldown and other functions)

D A T A B A S E

EVALUATION DATASET

Master records

Line items

Selection A/R: RFDRRSEL A/P: RFKRRSELCrte ev. A/R: RFDRRE01,02... A/P: RFKRRE01,02...

Selection: A/R: RFDRRANZ A/P: RFKRRANZ

Display: A/R: RFDRRI01,02,03,04,05,06A/P: RFKRRI01,03,04

A/R: RFDRRGEN A/P: RFKRRGEN

RFRR

Job

First, the data retrieval program collects selected data from the general database. A further program stores this data as a drilldown list or a sorted list.

Then the data selection program further processes the information and the evaluation program displays the results on the screen.

If the Customizing settings are complete, the system coordinates the execution of all programs to obtain accurate results.


© SAP AG 1999

Customizing - Selecting Evaluations I

Evaluation views----> Evaluation types

----> Evaluations

View AccTy Evaluation view description Retr. prog. Variant

SAPSAP D

KCustomer standard evaluationVendor standard evaluation

RFDRRSELRFKRRSEL

SAP_VARI

SAP_VARI

Maintain variantNew entries

Each table entry at the highest level "Evaluation view" automatically creates a separate branch in the standard report tree.

You can assign authorizations for each table entry. In the variant of the retrieval program that you maintain here, you define the maximum volume of data that is available for display for each evaluation view. Example of a customer evaluation: You make three entries, one for company code Europe, a second for company code USA, and the third entry is for both company codes. These definitions will automatically create three branches in the tree of the A/R information system. Consequently, the corresponding selections (company codes) have to be made in the three different variants of the retrieval program.

Note: It is easier to make the settings by copying entries than by creating new entries. If you copy an entry, the whole table hierarchy of the source entry is copied to the target entry.


© SAP AG 1999

Customizing - Selecting Evaluations II


----> Evaluations

View AccTy Evaluation type Evaluation type description

SAPSAP D

D0102

New entries

Due date analysisPayment history

01 Due date analysis (cust.,vend.)02 Payment history (cust.)03 Currency analysis (cust.,vend.)04 Overdue items (cust.,vend.)05 DSO analysis (cust.)06 Terms offered/terms taken (cust.)

Predifined evaluation types:

Depending on the selected account type, predefined evaluation types are available in the system. After having copied an entry on the preceding level (evaluation view level), you will find on this level all the evaluation types that belong to the source entry. Simply delete the entries that you do not require here.


© SAP AG 1999

Customizing - Selecting Evaluations III


----> Evaluations

View AccTy Eval.type Name of the evaluation Created on

SAPSAP D

K01 Due date analysis by company code

New entries

Crte Version

A 15.07.2000

01 B Due date analysis by business area 15.07.2000

At the lowest level of the table entries you can create your own versions of evaluations. Each entry uses a different variant of the creation report, which is part of the data retrieval program. Double-click on a standard entry to reach the screen for defining variants of the selection reports (RFDRRE01,02,03,04,05).

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Customizing - Selecting Evaluations IV

Maintain variant

Evaluation view

Evaluation type

Evaluation version

Account type

General dataCreate evaluation

SelectionPrograms

Bank dataEvaluations required

Credit control dataTax dataDunning data

SAPD01A

RFDRRE01 Variant SAP_D01A

If you select this indicator, you can have the system generate the required data during the next generation run.

Attention: Activate this field ifdatabase field is defined as grouping criterion in the variant.

If you activate the "Create evaluation" checkbox, the data is generated during the subsequent generation run.

Attention: The relevant checkbox in the area "Evaluations required" must be activated if you wish to define one of these database fields as a grouping criterion (Maintaining the variant). This is necessary because the program does not otherwise read the following database fields: KNA1-KNAS (VAT registration number, tax data) KNA1-KNKA and KNA1-KNKK (Credit control data, control area data) KNA1-KNBK (Bank data) KNB1-KNB5 (Customer dunning master data) This feature also applies to Accounts Payable (except that the credit control data does not exist here).

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Customizing - Selecting Evaluations V

Variant attributes

Field for grouping

List sorted by days

Number of top customersKNB1-BUKRS50

Grouping criterion: In this caseyou can carry out evaluations"by company code".

15 30 45

Create - credit control area

Create - client

Create - company code

Create - business area

While the report is running you canselect the view of the top N customers.

Depending on the evaluation, you can specifya time interval for which the system is to breakdown the selected items.

You create reports "for each credit control area"in every single company code.

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Customizing: Variants for the Report Tree

+ Evaluation by business area

- for group- Client 999

+ for company code+ for business area

Table entry level 1

Table entry level 2

+ Evaluation by company code Text elements of program: RFD(K)RRANZ

- Due date analysis- Customer standard evaluations

- Evaluation by ctryVariant: Selection report RFDRRE01:Field for grouping:KANA1-LAND1Text in ABAP Dictionary

- for credit control areaCheckbox in the variant of selection report RFDRRE01 is selectedNot assigned

1000 cred.ctrl area Europe3000 cred.ctrl area N.America

Credit control area table

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DATA RETRIEVAL PROGRAMS

Creating Evaluations

DATABASE

Master records

Selection: A/R: RFDRRSEL A/P: RFKRRSEL

with default variants: SAP_VARI

Creation: A/R: RFDRRE01,02... A/P: RFKRRE01,02...

With default variants: SAPD01A

Run data retrieval programs:

D = customersK = vendors

01 - 06 = evaluation type

A,B etc...= version

EVALUATION DATA

RFRR

Job running: A/R: RFDRRGEN A/P: RFKRRGEN

with default variants: SAP_VARILine items

To create an evaluation, the system analyzes the master data and line items of customer and vendor accounts. This process can be very time-consuming if large data sets are involved. Evaluations must therefore be run as background jobs.

You can schedule the background processing for specific times and dates. You can have the system run certain evaluations daily, weekly, or monthly.

Note that evaluations can only ever be as current as the last data retrieval. If activities have been carried out since the last data retrieval, the current customer or vendor information may not correspond exactly to the evaluation.

Changing data volume: You must change the data volume if (1) an evaluation as currently configured does not provide the required information, or (2) selection criteria, such as key date for open items, need to be updated regularly.

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Display Evaluation Results

Accounts Receivable

- Information System

Accounts Receivable Information System

+ Account information

+ Adequacy/Document

+ Other evaluations

+ Interest calculation

+ Bill of exchange processing

+ Credit management

You enter the A/P (or A/R) information system menu paths via the report tree.

Enter the Accounts Receivable (or Accounts Payable) information system via the main Accounts Receivable (or Accounts Payable) report tree.

Navigate through the AP/AR information system tree structure to reach the required evaluations. Double-click on the required evaluation to execute it.

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Standard Evaluations

+ For group

- Due date analysis

+ For credit control area- For business area

Not assigned7000 Electronic products

- Standard customer evaluations

+ Evaluation by company code

Due Date Analysis

Due Not due All OIs

1,241,752.4416,223.46 2,597,785.75

0.00 3,839,538.1916,223.46

1,257,975.90 2,597,785.75 3,855,761.65

Key date: 31.12.2000Values in: UNI

Company codeIDES AGIDES US IncTotal

Business area: Electronic products

Standard evaluations are provided with the R/3 software. They can be copied into a client system by means of the Implementation Guide.

Delivered R/3 evaluations combine - an evaluation type (or a predefined report type, such as due date analysis) - an "evaluation by" selection (such as company code) - an "evaluation for" selection (such as business area)

An evaluation represents one evaluation type for one member of the "for" group, with data further broken down by the "by" criterion.

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Due Date Analysis

The basic list (all open items) for the selected business area displays the totals of items due, items not due, and all open items for each company code.

The open item sorted list (overall or for one company code) shows due items sorted by user-defined period intervals.

Top n customers (overall or for one company code) lists customers, sorted by items due, items not due, or all open items.

Line item analysis (for one customer) shows line items and a drilldown list by document.

OI sorted list (for one customer) calls up a dialog box listing due dates according to periods intervals.

View OI sorted list

View Top n customers

View Line item analysis View OI sorted list

This evaluation is available for both customers and vendors. Note that the following information applies to all evaluations: When you drill down to line item level, you access current database information that might differ from the totals from the preceding run of the data retrieval program.

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Payment History

The basic list displays for the selected credit control area the total per company code of short-term days in arrears, medium-term days in arrears, and days in arrears for open items. The data is selected for the evaluation key date.

Days in arrears (overall or for one company code) calls up a dialog box, which explains how days in arrears are calculated in the R/3 System.

Top n customers (overall or for one company code) calls up a list of individual customers, sorted by short-term, medium-term, or open item days in arrears, or short-term, medium-term, or open item interest calculation numerators.

Days in arrears (for one customer) calls up a dialog box, which explains how days in arrears are calculated in the R/3 System.

Line item analysis (for one customer) shows line items and drilldown lists by document.

View Days in arrears View Top n customers etc.

View Days in arrears

View Line item analysis

This evaluation is available for customers only.

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Currency Analysis

The basic list displays for the selected business area (1) the historical total of documents posted in a foreign currency, at the exchange rate valid on the posting date(2) the current total of the documents in (1), translated at the current exchange rate valid on the evaluation key date(3) the exchange rate difference, the difference between the historical and current totals

Top n customers (overall or for one company code) displays a list of customers affected by exchange rate differences.

Currencies (overall or for one company code) displays historical, current, and difference totals by currency.

Line item analysis (for one customer; on the line item selection screen enter the company code, switch to cleared items if required) shows line items and drilldown lists by document.



View Currencies

This evaluation is available for both customers and vendors.

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Overdue Items

The basic list displays for the selected business area the total per company code for(1) Interest calculation numerator(2) Days in arrears(3) Total amount of items overdue on the evaluation key date

Top n documents (overall or for one company code) displays the totals, interest calculation numerators, and days in arrears for documents with the highest interest calculation numerators.

View Top n documents

This evaluation is available for both customers and vendors.

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Days Sales Outstanding Analysis

The basic list displays the following values per company code for the selected credit control area:(1) Balance of outstanding open items in the customer accounts(2) Average sales for the period selected(3) DSO days - balance divided by average sales per month multiplied by 30

Top n customers (overall or for one company code) displays the above values per customer.

Line item analysis (for one customer) displays line items and drilldown lists by document.




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Terms Offered/Terms Taken

The initial screen displays the following for the selected business areas:

(1) Terms offered, in accordance with the terms of payment granted

(2) Terms taken, which reflect the customer's cash discount history

(3) Difference between days offered and actual days taken

Payment methods (overall or for one company code) display the same information as above, broken down by terms: net, cash discount 1, cash discount 2.

Top n customers (overall or for one company code) displays the information as above, broken down by customer.

Line item analysis (for one customer) displays line items and drilldown lists by document.

View Payment methods View Top n customers



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Functions for Drilldown Lists

You can carry out the following functions for all drilldown lists:Printing the drilldown list

Sorting the drilldown list by the displayed columns

Displaying values graphically using SAP Business Graphics

Displaying selection criteria

Changing the display currency

Representing percentages

Setting up scaling (reports in thousands, for example)

Modifying the line item display

Specifying how headers should appear on printed lists

You navigate directly to a drilldown list at the lowest level of the AP/AR information system tree structure. The functions above are available in all drilldown lists.

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Report Tree and Access Paths

Evaluation view

- Standard customer evaluations

+ Due date analysis

+ Payment history

- DSO analysis

+ Evaluation by company code

- Evaluation by country

+ For group

- For credit control area

Not assigned

1000 Credit control area Europe

3000 Credit control area N. America

Lowest level of report tree -access evaluation lists from here

To reach the A/P or A/R information system, expand the information system node. You determine which reports are displayed in the report tree and how the tree is structured in the Define Evaluations activity in the Implementation Guide for Accounts Receivable and Accounts Payable.

The "+" symbol in front of a node indicates that this node can be expanded. The "-" symbol in front of a node indicates that the branch that starts at this node can be compressed. You carry out evaluations at the lowest level of the report tree. You can create an alternative report tree and save both structures in your user-specific settings.

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Report Tree: Characteristics

You can create access paths to required evaluations or drilldown lists within a tree structure.

You can save access paths to the required drilldown lists when you call up the AP/AR information systems. The tree structure can be saved under the user name.

You can change the direction in which you navigate through the tree structure, branching from evaluation views to evaluation levels. You can save a set of access paths for this direction as well.

You can navigate from node to node at the same level using Next node and Previous node functions.

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In this unit, you have learned how to:Explain how evaluations are carried out in the AP/AR information system

Navigate in the information system report tree

Carry out and display evaluations and be familiar with the relevant list functions

Explain the Customizing options for the information system

A/P and A/R Information System: Summary

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A/P_A/R_Information System Exercises

Unit: A/P A/R Information System

At the conclusion of this exercise, you will be able to: • Create evaluations in the information system

• Describe the various options for displaying evaluations

• Navigate in and modify the A/R A/P Information System tree structure

The A/P A/R managers have requested better reporting capabilities to support their areas. In particular, they want to be able to evaluate combinations of variables like company code, business area, controlling area. They also want to be able to drilldown from summary data levels to individual document details. You are to demonstrate that R/3 will provide the kind of reporting they want.

1-1 Your instructor has demonstrated different A/P A/R evaluations in the system. In order to know and to learn to navigate within the information system, log on to the R/3 System and run some A/P A/R evaluations.

Menu path:

1-2 In order to create and run your own evaluation view go into the customizing and create your own variant for the data retrieval program RFDRRSEL.

Variant name: GR## (##=group number)

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1-3 Copy an existing entry of the table containing the evaluation views. Note: Note that it is easier to copy entries rather than create new entries. Use the entries SAP and D as templates.

View: GR## (##=group number)

1-4 Create your own variant for program RFDRRGEN, selecting your evaluation view:

Variant: GR## (##=group number)

1-5 Start evaluation generation for your evaluation view as a background process within the application.

Menu path:

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Job name: Group ##

Job class: A

Check the status of your job:

Menu path:

This generation run might be a little time consuming because data for your evaluation view is generated for all customers. This should take 3 to 5 minutes.

Choose Job log. Both views (the previous view ”SAP" and your new view ”gr##") have been generated.

1-6 Display evaluation results Once you have generated data for your evaluation view , you can then display your generated data within the A/P A/R application components.

Menu path:

You now see that your evaluation view (group ##) is displayed as an additional branch

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in the reporting tree.

Navigate in your generated evaluation view

1-7 Use the options "Change path" and "Focus path" within the A/P A/R Information System. Save your settings, leave the reporting tree, log in again and verify that your settings have been saved.

Having the A/R A/P reporting tree expanded:

Menu path for change path:

The main difference is that the evaluation type is now expanded on a lower level than within the standard structure.

You can save the expanded level of both structures as user-defined settings.

Menu path for saving the changed path:

A further possibility is to set a focus within the reporting tree. This is useful if you intend to always evaluate the same data selection.

Drilldown to the lowest level:

Menu path for setting the focus:

You can save this as your user-specific setting. Alternatively you can always access the standard structure:

Menu path for accessing the standard structure:

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A/P_A/R_Information_System Solutions

Unit: A/P A/R Information System

1-1 Your instructor has demonstrated different A/P A/R evaluations in the system. In order to know and to learn to navigate within the information system, log on to the R/3 System and run some A/P A/R evaluations.

Accounting Financial Accounting Accounts Receivable Information system Reports for Accounts Receivable Accounting Customer balances Accounts Receivable Information System (double click)

1-2 In order to create and run your own evaluation view, access Customizing and create

your own variant for the data retrieval program RFDRRSEL.

SAP Refer.-IMG. Financial Accounting Accounts Receivable and Accounts Payable Information System Accounts Receivable Standard Evaluations Select Standard Evaluations

Create a new variant (GR00) for RFDRRSEL:

Mark first entry, then choose:

Environment Maintain variant

On the next screen:

Remove the "SAP_VARI" entry, then

Variants Create

New variant name: GR## (##= your group number) and choose "Create"

Accept the default selections

Choose →Edit → Attributes

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Description: Group ##

Select the "Selection variable" for the following parameter: "Open item at key date"

Choose the "Selection variables" button

Click on the yellow light in column ”D" (Dynamic date calculation, green light appears)

Click on the downward pointing arrow.

Choose "Current date"

Choose Save

Go back (green arrow) to the "Save Attributes of Variant GR##" screen.

Choose Save to save the variant.

Note that the key date can no longer be changed on this screen.

Go back twice (green arrow).

1-3 Copy an existing entry of the table containing the evaluation views. Note: Note that it is easier to copy entries rather than create new entries.

Mark the first entry, then choose:

Edit Copy as Overwrite the entries:

View: GR##

Account type: D (current value)

Evaluation view description: Customer evaluation group ##

Retr. prog. RFDRRSEL (accept entry)

Data retr. var.: GR## (the variant name that you created before).

Press Enter button.

Confirm message in dialog box and choose: "Copy all" (dependent entries)

Confirm information box by choosing continue.

Save table entry at the "Evaluation views" level.

1-4 Create your own variant for program RFDRRGEN, selecting your evaluation view:

System Services Reporting

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Program: RFDRRGEN

Goto Variants

Variant GR##

Choose: "Create"

Confirm dialog box by choosing "Continue"

Enter your evaluation view "GR##" (that you created in the preceding exercise)

Choose →Edit → Attributes

Description: Evaluation view GR##.

Choose Save The system reports that your variant has been saved.

Choose save again to save the values of your variant.

1-5 Start evaluation generation for your evaluation view as a background process within the application.

Accounting Financial Accounting Accounts receivable Information system Tools Configure Create evaluations Confirm dialog box

Job name: Group ##

Job class: A

Choose Define steps button

ABAP program RFDRRGEN (accept default value)

Choose Variant list.

Select your variant "GR##"

Save.

Go back (green arrow)

Choose Specify start condition

Choose "Immediate"

Choose Save

Save the background job

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Check the status of your job:

System Services Jobs Job overview Accept your user selection and choose Enter.

This generation run may be time consuming, because data for your evaluation view is generated for all customers. This should take 3 to 4 minutes. See status "Finished".

Choose Job log. Your new view "GR##" has been generated.

1-6 Display evaluation results Once you have generated data for your evaluation view , you can then display your generated data within the A/P A/R application components.

Accounting Financial Accounting Accounts Receivable Information system Reports for Accounts Receivable Accounting Customer balances Accounts Receivable Information System (double click) You now see that your evaluation view (group ##) is displayed as an additional branch in the reporting tree.

Navigate in your generated evaluation view.

1-7 Use the options "Change path" and "Focus path" within the A/P A/R Information System. Save your settings, leave the reporting tree, log on again and verify that your settings have been saved.

Having the A/R A/P reporting tree expanded: Edit Change path

See that the main difference is, that the evaluation type is now expanded on a lower level than within the standard structure.

You can save the expanded level of both structures as user-defined settings.

File access path Save

A further possibility is to set a focus within the reporting tree. This is useful if you intend to always evaluate the same data selection.

Drilldown to the lowest level:

Edit Set focus

You can save this as your user-specific setting. Alternatively you can always access the standard structure by:

Edit Change path


© SAP AG 1999

What is a document parking?

Document parkingPark

Change

Post

Delete

Display Changes

Reporting on parked documents

Workflow and authorizations

Document Parking: Contents


© SAP AG 1999


Describe the differences between parked, held and posted documents

Enter, change, delete and post parked documents

Understand options for reporting on parked documents

Document Parking: Unit Objectives


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Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


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The credit department has heard about the concept of parked documents and believes it will assist the Controller, as he must approve all documents over a specified dollar limit. Currently this process is done manually and a bottleneck occurs when posting documents at month's end. You are to investigate this alternative method of processing.

Document Parking: Business Scenario


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What is Document Parking?

Unlike "held" documents:Parking a document generates a document numberParked data can be evaluated in various R3 reports

Document parking is an alternative way to enter transaction documents in R/3.

Unlike "regular" posted documents:Transaction figures are not updatedA user can review, change, and then repark the documentThe document will eventually be posted or deleted

Using document parking, you can enter and store (park) incomplete documents in the R/3 system, without extensive entry checks. You (or a different user) can complete, check and then post previously parked documents at a later date.

The advantage of document parking is that the data of these documents can be included in reports once the data is entered in the system. That is, you do not have to wait until the documents are completed and posted. For example, amounts from parked documents can be included in the advance tax on sales/purchases report.

In contrast to document parking, noted documents (held documents) merely allows you to interrupt your data entry work on a document and save the data temporarily until you can resume posting. No document number is issued, and data entered is not included in any evaluations.


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Document Parking: Functions

Entering data and parking a document

Changing a parked document

Posting a parked document

Deleting a parked document

Displaying change documents


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Documents You Can Park

Customer accounts (invoices and credit memos)

Vendor accounts (invoices and credit memos)

General ledger accounts (G/L postings)

You can park documents relating to customer, vendor, and G/L accounts. R/3 provides an additional fast entry function for G/L accounts.


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Entering Data and Parking Documents

Access data entry through a different menu path than for regular documents

Entry screens are the same as with regular documentsTemplates available for fast entry

Can use account assignment models

Validation and substitution not active

R/3 only checks information entered as part of a parked document as to whether it exists. Only a few fields - posting key and account number, for example - are required entry fields.

No tolerance checks are carried out. When you save a parked document, the system does NOT update control totals nor does it generate automatic postings.


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Changing a Parked Document

Change documents and subsequently complete them

Can change most fields, including amountChange individual documents and line items

Change several documents simultaneously via lists

Change other values via line items

Cannot change currency or company code

A parked document can be changed, reparked repeatedly and be completed step by step. Users can change a large number of header and item fields, including amounts.

If you do not know the document number, use the document list function. Enter selection criteria and execute. The system generates a list of parked documents you can select from.

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Posting a Parked Document

After all changes have been made, you can post a parked document

The document becomes a regular posted document

Post individually or via a list of parked documents

The number of the parked document becomes the number of the posted document

Can review change documents

You can post documents individually or via a list. You can also create a batch input session to post parked documents.

Posting deletes the data in parked documents. The document is posted to the document database and the appropriate data (transaction figures, etc.) is updated.

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Deleting a Parked Document

You can remove a parked document from the R/3 system

Delete individually or via a list of parked documents

Deleted parked document numbers cannot be reused

To delete a document, you need to know the company code, document number, and fiscal year. To find a parked document number or to delete more than one document, use the document list function. Enter appropriate selection criteria, and the system will generate a list of documents that match them.

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After posting:

Display changes

Select document

Displays changes to posted documents plus changes to parked documents before posting

Displaying Change Documents

All changes to parked documents are logged and can be displayed before and after posting

Before posting:

Display changes

Select document

Shows changes to the parked document

If the number of a document was changed - for example as part of changes to the document header - you can search for changes made to the document under its original number.

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Reporting on Parked Documents

Many SAP R/3 delivered reports have options to include parked documents

You can include parked documents in the document journal

You can display parked documents in the line item display screen

Document parking is linked to the account display and reporting functions in Financial Accounting. Many reports can evaluate transactions stored as parked documents.

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Authorizations and Workflow

Can set different authorizations for different users:Some users can post documents, others can only park them

You can set up document parking to inform the users whose job it is to review and complete parked documents

You can set up approvals at various levels: amount, account assignment, completion, and so on

Incomplete documents can be parked, then gradually completed with additional information. Every time an incomplete document is parked, R/3 initiates a workflow containing a single task: "complete". Users whose job it is to complete documents receive a message and can proceed to change the parked document. The message stays in the inbox of every user concerned until one of them marks the document as "complete".

Other SAP courses deal with workflow functions in detail.

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You should now be able to:

Document Parking: Summary

Describe the differences between parked documents and those held or posted

Understand the functions for document parking

Demonstrate how to park, change, post, delete and review changes to parked documents

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Document Parking Exercises

Unit: Document Parking

At the conclusion of this exercise, you will be able to:

• Describe the functions of document parking

• Understanding the differences between parking and other kinds of document entry

The Controller has asked you to evaluate document parking as a means to eliminate the manual backlog at month end when he must approve all documents above a certain dollar limit. Among others, he asks the following questions:

1-1 True or False:

1-1-1 You can see parked documents in a line item display

____________________________________________________________

1-1-2 A parked document and its eventual posted version will have the same document number

____________________________________________________________

1-1-3 You can use substitution in parked documents

____________________________________________________________

1-1-4 You can use account assignment models in parked documents

____________________________________________________________

1-1-5 You can review changes made to a parked document even after you post it

____________________________________________________________

1-2 Summarize the advantages and features of document parking

1-2-1 Name two advantages of a parked document over a held document

____________________________________________________________

1-2-2 What kinds of documents can be parked?

____________________________________________________________

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1-2-3 List 5 functions you can perform on a parked document

1-3 Demonstrate the differences between a parked document and a held document.

1-3-1 Enter the following information as part of a G/L document posting, then

hold the document:

Date: Today’s date Company code: 1000 Document header text: Hold##1 where ## = group number Debit (40) G/L account 100000 for 49 UNI Credit (49) G/L account 110000 for 50 UNI Enter the temporary document number.

1-3-2 Enter the following information as part of a G/L document, then park the

document:

Date: Today’s date Company code: 1000 Debit (40) G/L account 100000 for 50 UNI Credit (50) G/L account 110000 for 50 UNI Enter your group number in the document header text field When you park the document, write down the document number

____________________

1-3-3 Look at the line item display for account 100000, company code 1000 Be sure that the Parked items indicator is set. Which document do you see?

____________________

1-3-4 Re-open the held document and change the amounts to 48 UNI. Re-hold the document

1-3-5 Open the parked document and change the amounts to 51 UNI. Repark the document

1-3-6 Post both documents: Note the document number for the originally ”held" document:

_____________________

Also note the document number for the originally ”parked" document:

_____________________

1-3-7 Look in the line item display for account 110000, company code 1000 and locate the documents you posted. Drilldown to the overview and review the information available on the document changes. What information did you change on the formerly parked document?

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____________________

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Document Parking Solutions

Unit: Document Parking

1-1 True or False:

1-1-1 You can see parked documents in a line item display

True

1-1-2 A parked document and its eventual posted version will have the same

document number

True

1-1-3 You can use substitution in parked documents

False

1-1-4 You can use account assignment models in parked documents

True

1-1-5 You can review changes made to a parked document even after you post it

True

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1-2 Summarize the advantages and features of document parking

1-2-1 Name two advantages of a parked document over a held document

A parked document generates a document number

A parked document can be evaluated in R3 reporting

A parked document can be used in conjunction with authorizations and workflow to automate approval processes (Others)

1-2-2 What kinds of documents can be parked?

Customer, vendor, and G/L documents Or

Invoices, credit memos, and G/L postings

1-2-3 List 5 functions you can perform on a parked document

Park, change, post, view changes and delete

1-3 Demonstrate the differences between a parked document and a held document.

1-3-1 Enter the following information as part of a G/L document posting, then hold the document:


Document entry→G/L account posting

Enter the data, then select

Document→Hold

1-3-2 Enter information as part of a G/L document, then park the document


Document entry→Park document

Enter the data, then select

Document→Park document

1-3-3 Look at the line item display for account 100000, company code 1000


(C) SAP AG AC260 7-21

Account→Display line items

Be sure that the Parked items indicator is set.

You should find the document you parked in the "parked items" section

1-3-4 Retrieve the held document and change the amounts to 48 UNI. Hold the document again.



Edit → Select held document

Make the necessary changes, then choose

Document→Hold

1-3-5 Open the parked document and change the amounts to 51 UNI. Repark the document


Document→Parked documents→Change

Make the changes indicated, then choose Document→ Park

1-4 Post both documents

To post the ”held" document:



Edit → Select held document

Select the appropriate held document

Document→Post

To post the "parked" document


Document→Parked documents→Post/delete

Select the parked document in question

Document→Post

(C) SAP AG AC260 7-22

1-4-1 Look in the line item display for account 110000, company code 1000 and locate the documents you posted. Drilldown to the overview and review the information available on the document changes.


Account→Display/change line items

Enter the account and company code, then choose enter. Double click on your transaction to view details. Then choose:

Environment→Document changes

Neither document will show any changes on the first screen (which shows changes made to the document after posting). Press enter again to view changes made before posting the "parked" document. Then click on any of the fields to see what changes were made.


© SAP AG 1999

Purpose of FI archiving

FI Archiving functions

Basic configuration of FI archiving

FI Archiving: Contents


© SAP AG 1999

Explain the concept of FI archiving

Describe the FI archiving functions

Describe the basic configuration of FI archiving


FI Archiving: Unit Objectives


© SAP AG 1999











Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

The accounting managers have decided to keep the system management costs as low as possible. This decision intends to keep the data volume as small as possible and the system's performance at a good level.

You as a member of the project team will find out by talking with the accounting clerks how long FI documents and master records have to be available within the R/3 system in order to archive them as soon as possible.Having collected the different requirements, you will start to set the parameters of the FI archiving program.

FI Archiving: Business Scenario


© SAP AG 1999

Archiving

DocumentsDocuments

MasterMasterrecordsrecords

\usr\sap\...

Retrieval

Archive management

SAP R/3

Info. per archiving/retrieval run

Archiving and Retrieval


© SAP AG 1999

Archiving: FI Objects and Programs

ObjectDescription

G/L accountsAccounts receivableAccounts payableTransaction figuresBanksDocumentsPayment requestsChecks

Archiving object

FI_ACCOUNTFI_ACCPAYBFI_ACCRECFI_MONTHLYFI_BANKSFI_DOCUMNTFI_PAYRQFI_SCHECK

Archiving program

SAPF053SAPF058SAPF056SAPF064SAPF061SAPF048SAPFPRQ0RFCHKA00Deletion programs:SAPFxxxDRCHKA10

Within FI you can archive master records and documents. Retrieval programs allow you to reload archived data. During every archive run the systems creates management data to give you information about the archived/retrieved data.

In order to get an overview of the objects which are relevant to archiving, use transaction code AOBJ. Using this transaction code you can see for each archiving object, which tables are archived or just deleted. Example: Related to archiving object FI_DOCUMNT the tables BSAD, BSAK, BSAS, BSIS are deleted and not archived.


© SAP AG 1999

Archiving Logic

No logic Application logic Customizing

Transaction figures:- No logic

Banks:- Deletion flag is set?- Still in use?

G/L Accounts:- Deletion flags are set?- Transaction figures already

archived?- Documents already

archived?Customers/ Vendors:- Deletion flags are set in

SD,MM and FI ?- Transaction figures already

archived?- Documents in allapplications alreadyarchived?

- Customer is also vendor?- Alternative payee ?

Documents:- Runtime definitions - Item cleared? Not cleared?

The transaction figures have to stay at least 2 years in the system before they can be archived.


© SAP AG 1999

Customizing: Document Archiving

Document archiving table: Account life

Companycode

Accounttype

From account To account Secondaryindex length

Archive index length

Life

Period of time until documentis archived

Length of timeuntil secondaryindex is deleted

Length of time for account-related archive index

* 1 ZZZZZZZZZZ*

Document archiving table: Document life

Companycode

Documenttype

Document lifetime

Archive index lifetime

* * Length of timeuntil documentis archived

Length of documentrelated archive index

You can make generic entries for company code, document type and account type. The more detail the better.

The customizing of the document type and account type includes a test function that checks an individual document against the corresponding entries of the tables (transaction code: FB99).

Archive Indices: ARIX_BKPF: Document related archive index ARIX_BSAD: Customer account-related archive index. ARIX_BSAK: Vendor account related archive index. ARIX_BSAS, ARIX_BSIS: GL -Account related archive indices. Note: The document oriented archive index is used by transaction code FB03. The account oriented indices are not yet used in standard transactions and programs. However, they can be used for your own developments.

If you want to take advantage of the new archive indices with regard to old archives, you can use program SAPF048X in order to create the new indices based on old archives.


© SAP AG 1999

Document type lifeExample: Account life

60days 60

90 days

Line item 1 ...Line item 2 ...

Posting date: 05.03.

Key date: 10.07.Clearing date: 31.03.

60 days

05.03.31.03.

10.07.

March JulyJuneMayAprilDocument type life

Account life

Customizing: Document Life

The relevant dates for determining the life time of the document are the posting date (open item managed accounts refer to the clearing date) and the key date.

The longer life time definition determines the remaining time of the document in the system.

(C) SAP AG AC260 8-10

© SAP AG 1999

Individual Customizing: Archiving

Financial Accounting editing options: Document display

Search strategy

Single document drilldown

Document archiving table: Document life

Strategy Short text

Ignore archive, database only0 Strategy 1-4, until matches found 1 Search per archive index until matches found2 If complete, search per archive index, otherwise archive administration 3 Search per archive administration until matches found4 Completely search each archive until matches found

1Search strategies only for current document display

(C) SAP AG AC260 8-11

© SAP AG 1999

Special Customizing: Archiving Objects

Technical settings: Example object: FI_DOCUMNT

Size of archive file

Size in MB 25

Settings for delete programStart automatically

Settings for post-processing programs

Start automatically

Maximum number of data objects 30.000

Create index

Commit Counter 5.000Productive and Test variants

Productive variant

If maximum is exceeded, a new archive file is opened

Depending on their lifetime definition, the secondary and archive indices are deleted, normally after the document has been archived

Number of processes to be performed, before database update occurs

Performance is better for access of archived data, for example, during FB03, if an index was created

Start object-related delete program after archiving program

If this value is exceeded,a new archive file is opened

(C) SAP AG AC260 8-12

© SAP AG 1999

Explain the purpose and conception of theFI archiving programs

Describe the functions of FI archiving

Explain the steps necessary for FIarchiving integration


FI Archiving: Summary

(C) SAP AG AC260 8-13

FI Archiving Exercises

Unit: FI Archiving

At the conclusion of this exercise, you will be able to: • Explain the concept of FI archiving

• Describe the functions in FI archiving

• Describe basic configuration of FI archiving

• The accounting managers have decided to keep the system management costs as low as possible. They hope to keep the data volume as small as possible and the system performance at a good level.

• You, as a member of the project team, will find out by talking with the accounting clerks how long FI documents and master records have to be accessible within the R/3 system in order to archive them as soon as possible. Having collected the different requirements, you will start to set the parameters for the FI archiving program.

Your instructor has shown you an example of FI document archiving. In order to learn to navigate in the archive management try to find the following information in the system:

1-1 What is the physical file name of the data archived by your instructor?

Menu path:

Physical file name:

1-2 How large is the archived file?

Same menu path as in 1-1:

(C) SAP AG AC260 8-14

Size in MB:

1-3 What is the date of the archived data?

Same menu path as in 1-1:

1-4 Which one of the four dates of a document belonging to an open item managed account is relevant for archiving? Select the correct answers!

CPU date Yes No

Posting date Yes No

Clearing date Yes No

Document date Yes No

1-5 Can open items be archived or deleted?

1-6 Which objects relevant to FI archiving are defined in the system? Which transactions/ menu paths can you use to find out?

Transaction:

Menu path:

List of object names:

(C) SAP AG AC260 8-15

FI Archiving Solutions

Unit: FI Archiving

Your instructor has shown you an example of FI document archiving. In order to learn to navigate in the archive management, try to find the following information in the system:

1-1 What is the physical file name of the data archived by your instructor?

Accounting→Financial Accounting→General ledger → Periodic processing → Archiving → Documents Select Management and drilldown until the following appears: Physical file name: D:\usr\sap\XYZ\sys\global\RFImmdd0 (XYZ = R/3 System)

1-2 How large is the archived file?

Same menu path as in 1-1 see size in MB (Data may vary)

1-3 What is the creation date of the archive file?

Same menu path as in 1-1 Having drilled down to the lowest level, press the "File" icon. Scroll to your right to the "Posting date" column. The creation date is today's date.

1-4 Which one of the four dates of a document belonging to an open item managed account is relevant for archiving? Select the correct answers!

CPU date Yes No

Posting date Yes No

(C) SAP AG AC260 8-16

Clearing date Yes No

Document date Yes No

1-5 Can open items be archived or deleted?

They are not archived. They are deleted. Only documents are archived.

1-6 Which objects relevant to FI archiving are defined in the system? Which transactions/ menu paths can you use to find out?

Transaction: AOBJ

→Goto →Position

Select object name: FI

List of archiving objects within FI:

FI_ACCOUNT

FI_ACCPAYB

FI_ACCRECV

FI_BANKS

FI_...

and so on...


© SAP AG 1999

Data transfer concept

Various transfer methods

Retrieving information from the R/3 System

Contents:

FI Data Transfer


© SAP AG 1999

Describe the data transfer concept

Describe various methods of data transfer

Retrieve information from the R/3 System


Data Transfer: Topic Objectives


© SAP AG 1999

Overview Diagram with Unit Highlighted










Unit 2Unit 2

Unit 3Unit 3

Unit 4Unit 4

Unit 5Unit 5

Unit 6Unit 6

Unit 7Unit 7

Unit 8Unit 8

Unit 1Unit 1

Unit 9Unit 9


© SAP AG 1999

Due to the pending old data transfer, you want to become acquainted with the transfer methods.Especially important for you as a member of the project team is the entry of the first data in the R/3 System.

Data Transfer: Business Scenario


© SAP AG 1999

Data Transfer to the R/3 System

SAP System

Legacy system

SAP data

Legacy data

Large data sets cannot be transferred manually from a legacy system to the R/3 System due to economic considerations. This would be unacceptable for a company. Therefore you need a method of transferring the data automatically in the background.

Data transfer is necessary if: - Data should be transferred from your legacy system into the R/3 System during installation. - Data is transferred regularly from legacy systems to the R/3 System.

Example: If you have data input into your legacy system, and this data should be integrated into the R/3 System.

A way thus has to be found to transport data to the system, that is, to the database.


© SAP AG 1999

Direct Data Transfer

SAP System

SAP data

Legacy system

STOPSTOP

To preserve the integrity of the data, you cannot directly import external data to the R/3 database.


© SAP AG 1999

Sequentialfiles

SAPinterfaces /

checks

Data Transfer Using Interfaces

SAP System

SAP data

Legacy system

When transferring data from your legacy system into your R/3 System, you must ensure the integrity of the data.

It is thus necessary to use the same validations for data transfer that are required for online use. Since the online checks in transactions are very extensive with the possibility of all involving multiple applications, it is difficult to make the checks on your own.

SAP provides interfaces for data transfer. These interfaces use parts of the transactions and their checks to transfer the data to the SAP System.


© SAP AG 1999

DX-WB

Sequentialfile

LSMW

Data Transfer Workbench

SAP System

SAP data

Legacy system

When transferring data from one SAP system or legacy system to a SAP System, you have the following tools available: - The Data Transfer Workbench, that is, the DX-WB - The Legacy System Migration Workbench (LSMW)

These tools cannot complete data transfer. They serve as the initial screen for data transfer and simplify the transfer using the actual transfer programs of the applications.


© SAP AG 1999

Conversion

• Structure relationship

• Field assignments

• Conversion rules

PC

Applicationserver

• Source structure definitions

LSMW

SAPfilefile

The LSMW allows for data to be read from presentation servers (PC) or application servers. In order for files to be read, the structure of the file, the source structure, has to be defined.

The file contents are then imported into an internal format of the LSMW and stored as a LSMW file. You then have to define structure relationships and field assignments to specify which field of the source structure is to be created in which field of the target structure.

A conversion rule has to be defined for each source field that is to be entered in a field of the target structure. You define how the field value of the source structure is to be transferred to the field of the target structure.

Based on these definitions, the contents of the LSMW file is converted in the target structure and can be transferred with a transfer method.

(C) SAP AG AC260 9-10

© SAP AG 1999

SAP DB

USDLegacyformat SAP format

$

Data Transfer with DX-WB

Data conversion

When you transfer legacy data into the R/3 System, you need to ensure that it is in the SAP format. The conversion can be completed in various manners: Converting the data in the legacy system has the advantage that the user is familiar with the programming language that it uses (such as COBOL).

Converting the data in the R/3 System using ABAP has the advantage of automatic type conversion. You can use the structure definitions of the ABAP Dictionary directly.

With Excel, simple and complex conversions are possible for flat structures. With the LSMW as a mapping tool With a certified non-SAP product

(C) SAP AG AC260 9-11

© SAP AG 1999

SAP format

SAP record layoutStructure

SAP IDocstructure

StandardTransferprogram

BAPI

DX-WB Transfer Method

such as RFBIBL00, RFBIDE00, RFBIKR00, RFBISA00

The DX-WB cannot perform a data transfer on its own. It serves as a structure for simplifying the data transfer.

The DX-WB supports the following transfer methods: Standard transfer programs Transfer using BAPIs

(C) SAP AG AC260 9-12

© SAP AG 1999

Business Object

Businessobject

Transferprogram

Transferprogram

Transferprogram

Organization of Transfer Programs and BAPIs using BOR Objects

BAPI

BAPI

BAPI

BAPI

BAPI: Business Application Programming Interface Standardized program interfaces that allow external applications to access the business processes and data of the R/3 System.

BAPIs are defined in BOR as methods of SAP business object types that complete certain business functions.

For each BOR (business object repository) object, multiple transfer methods can exist. They can either be BAPIs or transfer programs. Since the BAPIs are already identified via BOR objects, is makes sense to have the standard programs identified in this manner as well. Thus, a BOR object identifies all available transfer methods.

The BOR forms the R/3 System's interface to external world and thus, all transfer programs are assigned to BOR objects.

(C) SAP AG AC260 9-13

© SAP AG 1999

Transfer Methods

Data transferprogram

Data transferprogram

Batch input

Batch input

Call transaction

Direct input

CT

DI

Data transferprogram Batch input

BAPI

Most applications provide a standard interface. In the SAP System, various methods of data transfer are supported. They are batch input, call transaction, direct input, and BAPIs. The method supported is dependent on the application. The anticipated amount of data plays an important role for the method supported.

(C) SAP AG AC260 9-14

© SAP AG 1999

Onlinetransaction

Batch Input Method

Legacyformat

SAP format

BI session

BI data transferprogram

Convert datasuch as RFBIDE00

Batch input is a standard method with which data can be transferred to the R/3 System. The transaction process is simulated and the data is transferred as if it had be entered online. The advantage of the method is that all transaction checks are performed. This ensures data consistency.

The batch input method has two phases:

1.) A batch input session in created. It contains all relevant data.

2.) The batch input session is processed and the data contained in it is imported to the R/3 System.

Most of the SAP standard data transfer programs use the batch input method.

Important: The online transaction is used to import and check the data.

(C) SAP AG AC260 9-15

© SAP AG 1999

Overview: Batch Input Processing

Monitor

DB

BI data transferprogram

such as RFBIDE00

BI sessions

BI monitor

Batch input (or BDC, batch data communication) is an automatic procedure for the transfer of data to SAP Systems without user prompts.

To enable the same checks and posting as online, the method simulates a user dialog. The central component of this method is a batch input session. These sessions are provided with data by a batch input program and contain all data needed for the simulation of a user dialog.

You then process the sessions with the batch input monitor. From here, the data is sent to the database of the R/3 System.

(C) SAP AG AC260 9-16

© SAP AG 1999

Onlinetransaction

Call Transaction Method

SAP formatLegacyformat

CT data transferprogram

CT

Convert datasuch as RFBIBL00

Call transaction is a standard method with which data can be transferred to the R/3 System. The transaction process is simulated and the data is transferred as if it had be entered online. The advantage of the method is that all transaction checks are performed. This ensures data consistency.

Call transaction posts the data directly via the online transaction.

The method provides the options as the batch input method.

Important: The online transaction is used to import and check the data.

(C) SAP AG AC260 9-17

© SAP AG 1999

Direct Input Method

Legacyformat

DI data transferprogram

Convert data

SAP format

such as RFBIBL00

With direct input, data from the data transfer file is subjected to all necessary checks and is then directly transferred to the R/3 System. The R/3 database is directly updated by the data transferred.

Important: The import and check is performed by a program that carries out the same checks as the online transaction. This ensures the integrity of the data.

The online transaction is not used here.

(C) SAP AG AC260 9-18

© SAP AG 1999

BAPI Method

SAP IDoc structure

Legacyformat

Record by record

e.g. customer 1

BAPI

Convert data

BAPIs are standardized program interfaces that allow external access to business processes and data in the R/3 System.

Business application programming interfaces (BAPIs) are defined in the Business Object Repository (BOR) as methods of SAP business objects or SAP interface types and provide and object-oriented view of the business components (application components) or the R/3 System.

By starting a BAPI of the related application, the data is transferred.

Here as well, the same checks are performed as if online.

(C) SAP AG AC260 9-19

© SAP AG 1999

Explain the concept of data transfer

Describe various transfer methods

Retrieve initial information from the R/3 System


Data Transfer: Unit Summary

(C) SAP AG AC260 9-20

Data Transfer Exercises

Unit: Data Transfer


• Describe the data transfer concept

• Describe various methods of data transfer

• Retrieve information from the R/3 System for data transfer

Due to the pending legacy data transfer, you want to become acquainted with the transfer methods. Especially important for you as a member of the project team is the procurement of the first data in the R/3 System.

1-1 The data transfer procedure has changed considerably for Release 4.6.

1-1-1 Name the two access tools that simplify data transfer. ___________________________________________________________ ___________________________________________________________

1-1-2 Which steps are supported within the access tools as related to data transfer? __________________________________________________________ __________________________________________________________

1-2 SAP offers various transfer methods that you can use for data transfer depending on your experience and system architecture.

1-2-1 Name these methods. ________________________________________________________ ________________________________________________________

(C) SAP AG AC260 9-21

1-2-2 What are the main differences / similarities of the various methods? Similarities: ______________________________________________________ ______________________________________________________ Differences: ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________

1-3 There are various ways you can retrieve information for data transfer from the R/3 System.

1-3-1 In the data transfer workbench, retrieve information on posting methods when transferring accounting documents. Tools → Data Transfer Workbench... _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________

(C) SAP AG AC260 9-22

Data Transfer Solutions

Unit: Data Transfer

1-1 The data transfer procedure has changed considerably for Release 4.6.

1-1-1 Name the two access tools that simplify data transfer.

The two access tools are LSMW (Legacy Migration Migration Workbench) and DX-WB (Data Transfer Workbench).

1-1-2 Which steps are supported within the access tools as related to data transfer? Data conversion is performed in the LSMW. The BX-WB supports the import of data to the SAP database.

1-2 SAP offers various transfer methods that you can use for data transfer depending on your experience and system architecture.

1-2-1 Name these methods. The methods are: Batch input, call transaction, direct input, and BAPIs

1-2-2 What are the main differences / similarities of the various methods? Similarities: Data has to be converted into the SAP format prior to transfer to the SAP database, independent of the transfer method. Differences: The batch input method uses the online transactions for plausibility checks. The call transaction method simulates the online transactions. The direct input method uses the same calls as the online transaction. The BAPI method starts function modules that use the same checks as the online transactions.

1-3 There are various ways you can retrieve information for data transfer from the R/3 System.

1-3-1 In the data transfer workbench, retrieve information on posting methods when transferring accounting documents. Tools → Data Transfer Workbench

(C) SAP AG AC260 9-23

→ Help → Application help + CA Data Transfer Workbench + Data Transfer Objects in Applications FI Financial Accounting + Transferring Accounting Documents + Posting Documents (Legacy Data Transfer)

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