Transcript Document

Module 6
Setup
for
Posting
Document
 In SAP, a document is an electronic record of a
business transaction
 Documents are the link between the business
transaction and the posting in accounting.
 Documents typically consist of two major components:
 Header data
 Data valid for entire document
e. g. document date and number
 At least two line items
 Need a debit and a credit
 Depending on the transaction, these components
are presented differently
Purchase Order Document
 This represents the latest style of screen
layout in the SAP R/3 system:
Can open up:
Header
Item overview
Item detail
G/L Documents
 Older-design screens use Header, Item
Overview and Detail icons:
Header
Item Overview
Details
Currently displaying
Item Overview, can use
icons to see header or
details
Document Type
 Classifies transactions
 Uses a particular number range
 Determines what type of accounts the document can
be posted to
Document Number Ranges
 Defined for a particular year
 Each transaction has a unique document number
within a company code and fiscal year
 Can be externally assigned
Document Number Ranges
Document No.
Fiscal Year
Company Code
1900000023
2004
00FS
Must Be Unique
Combination of Document Number, Fiscal Year
and Company Code must be unique
Posting Periods
Regular Periods
1
2
3
4
5
6
7
8
9
10 11 12
Special Periods
13
14
15
16
 Note: In Module 1, we selected fiscal year variant K1calendar year with one special period
In Module 6, we define when these periods are open
Special Periods
 Special Periods allow for corrections to periods
that are now past.
 For example, a sales person may have
incurred travel expenses in December, but
won’t be able to complete an expense report
until January. The expenses should be applied
to the previous years accounting records, not
the current year when the report was
submitted.
Special Period Example
 An employee gets a $1,000/month pay
increase effective the previous month:
 Old salary: $5,000 per month
 New salary: $6,000 per month
 Two scenarios
 Salary increase effective May 1, entered into
system June 1.
 Salary increase effective Dec. 1, entered
into system January 1.
Effective May 1, entered June 1.
June: Posting Period 6
Salaries
7,000
W&S to be paid
7,000
Effective Dec. 1, entered Jan. 1.
January: Posting Period 1
Salaries
6,000
Clearing
W&S to be paid
1,000
7,000
Previous Year: Posting Period 13
Salaries
1,000
Clearing
1,000
W&S to be paid
Open Posting Periods
 Can define when periods are available for posting
Can set by account type
Can’t post to regular period until
the system date is in that period
Tolerance Groups for Account Postings
 Amount limits for your employees which control
 the maximum document amount the employee is
authorized to post
 the maximum amount the employee can enter as a
line item in a customer or vendor account
 the maximum cash discount percentage the
employee can grant in a line item
 the maximum acceptable tolerance for payment
differences for the employee
Tolerance Groups for Account Postings
 Can define any number of tolerance groups
 Assign users to
tolerance groups
in customizing
 Define default
tolerance group
by leaving group
field blank
Set up Payment Program
 This configuration activity determines items like:
 Which company codes are included in payment
transactions and which company codes make
payments.
 Which payment methods can be used (check, bill of
exchange, bank transfer, etc.)
 Specifications dependent on the country or paying
company code.
 From which bank accounts payment is made
according to defined rules