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7/28/2019 accounting in SAP.ppt
http://slidepdf.com/reader/full/accounting-in-sapppt 1/31
© 2008 by SAP AG. All rights reserved. 1
Accounting
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G/L Accounts
In the SAP R/3 system, each transaction that has afinancial impact is recorded in a general ledger (G/L)
account or sub-ledger accounts that are posted to theG/L via reconciliation accounts.
The central task of G/L accounting is to provide acomprehensive picture for external accounting andaccounts. Recording all business transactions (primary
postings as well as settlements from internalaccounting) in a software system that is fully integratedwith all the other operational areas of a companyensures that the accounting data is always completeand accurate.
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G/L Accounts
The SAP FI General Ledger has the following features:
Automatic and simultaneous posting of all sub-
ledger items in the appropriate general ledger accounts (reconciliation accounts)
Simultaneous updating of general ledger and costaccounting areas
Real-time evaluation of and reporting on currentaccounting data, in the form of account displays,financial statements with different financialstatement versions and additional analyses.
Can take some getting used to as reports can change
continuously
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G/L Account
Essentially, the general ledger serves as a completerecord of all business transactions. It is the centralized,
up-to-date reference for the rendering of accounts. Actual individual transactions can be checked at anytime, in real-time, by displaying the original documents,line items, and transaction figures at various levelssuch as:
Account information Journals
Totals/transaction figures
Balance sheet/profit and loss evaluations
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Master Data
• Describes items or objects used in a business such asaccounts, materials, vendors, customers that remains
unchanged over an extended period of time• Transaction data is data that is used for relatively short
periods of time, usually to record business transactions(sales orders, purchase orders, production orders,payroll amounts)
• Transaction data is regularly removed from the systemin a process known as archiving. For auditingpurposes, it cannot simply be deleted.
• A master record must be created for every G/Laccount
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Balance Sheet Accounts
Assets
What the firm owns, in variouslevels of liquidity:CashReceivablesInventoryPlant & EquipmentReal Estate
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Balance Sheet Accounts
Liabilities
What the firm owesPayables—payment for
materials/services received on credit
Bank loans
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Balance Sheet Accounts
Equity
The difference between totalassets and total liabilities
Includes
Retained earningsNet income on past periods
Assets = Liabilities + Equity
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Profit and Loss (P&L)
Accounts Revenues
Money obtained by the sale of goods and services
to customers Expenses
Money spent to produce the revenue:
Materials
Utilities
Salaries
Selling expenses
Administrative expenses
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• Contain an identifier for the Retained
Earnings account
• At fiscal year end, the P & L accounts
are ‗closed‘ to the Retained Earnings
account
Profit and Loss (P&L)
Accounts
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Reconciliation Accounts
Reconciliation account
Accounts receivable, Accountspayable, Assets
When you post to an account in the sub-ledger, the system automatically posts to
the corresponding reconciliation accountThe general ledger is automatically
updated
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G/L Master Records
Contain: Chart of Accounts
Company Code
G/L account number
G/L account name
Account type: Balance sheet or IncomeStatement
Account group
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Account Groups
Identifier that controls which fields must be enteredwhen the account is created
Can determine a valid number interval for the G/L
account Must be created before creating G/L master records—
configuration data
Three Account Groups created for Fitter Snacker
Balance Sheet Accounts Profit and Loss Accounts
Reconciliation Accounts
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Account Groups
Financial accounting General ledger accounting
G/L accountsMaster Records Preparations
Define Account Groups
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Account Determination
When you enter a goods movement
(inventory receipt, inventory withdrawal,
variances, etc.), you do not have to enter
G/L accounts since R/3 automatically
determines the correct accounts.
Automatic Account Determination is set
in Customizing (IMG)
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Valuation Grouping Code
Allows the same account determination rules
to be used in multiple plants
Assign a valuation grouping code to thevaluation area, then use the valuation grouping
code in automatic account assignment
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Automatic Account
Determination Hierarchical Process (classification)
Chart of Accounts/Company Code Valuation area/grouping code
Transaction/Event Key (from transaction
being executed)
Goods Receipt Modifier (if applicable) Valuation Class (from material master)
All specified at time of transaction
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Automatic Account
Determination Transaction Keys:
BSX: Inventory Postings
GBB: Offsetting Entry for Inventory Postings
DIF: Materials Management SmallDifferences
PRD: Cost (price) differences WRX: Goods receipt / inv. receipt clearing
acct
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Automatic Account
Determination Valuation Class
3000: Raw Materials
7900: Semi-finished
7920: Finished
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Automatic Account
DeterminationGeneral
Account
Modifier Usage
AUF Goods Receipt From Production Order – post to production settlement
BSA Goods Receipt Into Initial Stock – only
used once for posting inventory off-
set for initial stock data load
VAX Goods Issue To Sales - post to Costof Goods Sold (COGS)
VBR Goods Issue to Consumption - post
to material consumption (e.g., goods
issue to job or production order)
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Automatic Account
Determination From Transaction:
Company Code Chart of Accounts
Transaction Key (not same as transaction code) General Account Modifier (if applicable)
From Material Valuation Class
Determines: G/L Account for Posting
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Transaction Keys
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Automatic Account
Determination CHFS BSX 00AP 3000 Account 200000
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Controlling (CO)
CO
FI
Controlling
Internal Accounting
Cost Accounting
Managerial AccountingManagement Accounting
Flexible – Non-standard
Financial AccountingExternal Accounting
Financial Statements
Legal Requirements
Standard
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While there are different requirements for internal and
external users of accounting data, the underlying data
is usually the same for both purposes and can be
―captured‖ while recording business transactions—
purchase orders, goods receipts, material withdrawals,
etc. The data can then be presented in different ways
for different users.
Info system reports in FI are standard
G/L Account Listing
Info system reports in CO are flexible
Controlling (CO)
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Cost Elements
Primary Cost Elements Expenses in FI that are relevant to cost accounting
are recorded in CO using primary cost element. Primary cost elements can only be created when a
G/L expense account exists. Thus, there is a one-to-one relationship between primary cost elementsand G/L expense accounts.
When an FI posting occurs in a G/L account for which a primary cost element has been defined, avalid controlling object (cost center, order, etc.) isrequired before posting.
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Cost Elements
Secondary Cost Elements Secondary Cost Elements are used exclusively for
certain types of CO transactions. Secondary cost elements have no corresponding
G/L account.
Secondary cost elements can be used intransferring costs from one cost center to other costcenters. Primary costs are grouped together andtransferred to receiver cost centers using asecondary cost element.
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Cost Centers
Cost centers are used to track WHERE costsoccur in the organization. As costs are
incurred, they are assigned or posted to theappropriate cost center.
The posting and assignment of costs to costcenters is a critical step in using the CO
module. Cost centers are organized in a Standard
Hierarchy .
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Cost Center StandardHierarchy
The cost center standard hierarchy organizes cost
centers and provides the ability to organize reports at
different levels in the organization:
FS-CC-## (Standard Hierarchy)
##HQ (Cost Center Group / Hierarchy Area)
HQ Cost Centers
A010 – Finance
A020 – H/R
A030 – Sales
A040 –
Marketing A050 – Purchasing
A060 - Administration
##MFG (Cost Center Group / Hierarchy Area)
MFG Cost Centers
P010 – Production
P020 – Warehouse
P030 –
Receiving
FS-CC-## (Standard Hierarchy)
##HQ (Cost Center Group / Hierarchy Area)
HQ Cost Centers
A010 – Finance
A020 – H/R
A030 – Sales
A040 –
Marketing A050 – Purchasing
A060 - Administration
HQ Cost Centers
A010 – Finance
A020 – H/R
A030 – Sales
A040 –
Marketing A050 – Purchasing
A060 - Administration
##MFG (Cost Center Group / Hierarchy Area)
MFG Cost Centers
P010 – Production
P020 – Warehouse
P030 –
Receiving
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Cost Center Groups
Cost Center Groups can also be defined
to support additional reporting
capabilities:
##HQ (Cost Center Group / Hierarchy Area)
HQ Cost Centers
A010 –
Finance A020 – H/R
A030 – Sales
A040 – Marketing
A050 – Purchasing
A060 - Administration## Sales group
##HQ (Cost Center Group / Hierarchy Area)
HQ Cost Centers
A010 –
Finance A020 – H/R
A030 – Sales
A040 – Marketing
A050 – Purchasing
A060 - Administration
HQ Cost Centers
A010 –
Finance A020 – H/R
A030 – Sales
A040 – Marketing
A050 – Purchasing
A060 - Administration## Sales group
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Cost Allocation
Frequently, costs like rent, computer expense,utilities, etc. have to be allocated to cost
centers to provide accurate cost reporting. Costs can be allocated using a statistical key
figure, which defines some measurable valuerelated to the cost center, like square footage,
head count, CPU hours, etc. Costs can also be distributed using fixed
percentages.