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