Basic Settings & Org[1].Srtucture

8/3/2019 Basic Settings & Org[1].Srtucture

1/26

By Prakash Reddy. [email protected] 1

ORGANISATION STRUCTURE

CLIENT:

A Commercially, Organizationally and Technically self Contained unit within

an SAP system. It has its own master records and set of tables.

COMPANY:

The Smallest Organizational unit for which individual financial statements arecreated according to legal requirements. A Company can include one or more company

Codes.

CUSTOMISATION OF BASIC SETTTINGS

1. Organization structure Settings2. Fiscal Year Settings (Financial Year)

3. Chart of Accounts4. Account Groups5. Retained Earnings Accounts6. Posting Period7. Document Types and number Ranges8. Tolerance Groups9. Field status Groups & Variants10.Global Parameters

HOW TO START THE SERVER:


2/26


Double click the SAP logonIn Logon Client is 800 (always work on this)

Give User Name and Password

For Closing SAP Click stop in the same way where we found start

SAP R/3 Logon Window

User:User means who logon into SAP (User Name)

Pass Word:Password means logon user secrete password it can be create by own.

Languages:Language code two digit code in alpha default English is EN.


3/26


NOTE: ALWAYS SELECT SECOND OPTION ONLY.

SAP EASY ACCESS MENU


4/26


Enter SPRO and Enter,

Double click on SAP Reference IMG or press F5 button, it will take you to DisplayIMGFrom Now onwards it will be referred IMG menu where we configure our settings as per

the requirement.

1. DEFINE COMPANY:

Path: SAP Reference IMG Enterprise Structure Definition Financial

Accounting Define Company

STEPS:

Double click on the button

Select New Entries Button and fill the details.Company Maximum 6 characters (Numeric, Alpha or Alpha numeric)


5/26


SAVE. (Ctl+S)

After Saving you will find the below screen.

Select create Button and give Short description and SAVE.

2.DEFINE COMPANY CODE:

Path: Sap Reference IMG Definition Financial Accounting Edit, Copy, Delete,Check Company Code


6/26


Double Click on Edit, Copy, Delete, Check Company Code ButtonClick New Entries Button and fill the details.

Company code - Maximum 4 characters (Numeric, Alpha or Alpha numeric)

And select (Address maintenance button and fill the details)


7/26


ClickSave button

Note:

In this way you can create as many company codes as you require underclient/company group. You can maintain as many company codes, as you require but at

least one company code you have to create. The address data is required forcorrespondence and is recorded on evaluation reports. For each company code a

currency must be specified. Accounts are managed in the company code currency, whichis known as the local currency within R/3. All other currencies are indicated as foreign

currency. The country key specifies which country is to be regarded as the homecountry. The system interprets all the other countries as foreign countries

A Language key must be entered so that the system can create text automaticallyin the correct language for example, when issuing checks.

3.ASSIGN COMPANY CODE TO COMPANY:

Path: Sap Reference IMG Enterprise Structure Assignment Financial

Accounting Assign Company Code to Company


8/26


Select the ( position button)and Enter the company code in

the dialog boxSelect the continue button or Enter

Give your company name(i.e number of the company)

ClickSave button or Ctrl + S

4.BUSINESS AREA (Branch Accounts):

Organizational unit or external accounting that corresponds to a specific businesssegment or area of responsibility in a company. Financial statements can be created for

business areas for internal purposes. They are primarily used to facilitate externalsegment reporting across company codes covering the main operation of a

company(product lines Branches). The Business area may be the branches of theCompany or product lines it deals with.

Path: Sap Reference IMG Enterprise Structure Definition Financial

Accounting Define Business Area

ClickNew Entries button

Business Area Description

CAL California Business Area

ClickSave button

Note: We can add any number of business areas. No need of Assigning Company code

to business area.

5.Fiscal Year:Usually a period of 12 months for which a company regularly creates financial

statements and check inventories. A fiscal year is divided into posting periods. A startand a finish date define each posting period. In addition to posting periods, you can also

define special posting periods for year opening and closing. In order to assign business


9/26


transaction year is obligatory. Define fiscal year as fiscal year variant then assign tocompany code. One fiscal year variant can be used by several company codes.

Options for defining the fiscal year variant Fiscal year as colander year(Jan 1st

to

Dec 31st

)

Other then colander year, i.e., It may start from any moth, any date, (i.e., April toMarch, July to June, Oct to Sept). In General Ledger Accounting, a Fiscal year can havea maximum of 12 posting periods and four Special periods. The system saves the

transaction figures for all accounts for each period and each special period separatelyaccording to debits and credits.

Path: Sap Reference IMG Financial Accounting Global Settings Fiscal Year

Maintain Fiscal Year Variant(Transaction Code:OB29)

ClickNew Entries button, and give the following details

SAVE.

Select line item K4

And Double click

and select New Entries button and fill the details as

under


10/26


SAVE

In the system you can find some standard variants . For Ex.V3 ------------------------April to March

V9-------------------------October to September

V6-------------------------July to JuneK4 ------------------------ Jan to Dec

You can select any one you require or you can define your own variant

6.ASSIGN COMPANY CODE TO FISCAL YEAR VARIANT:

Path: SPRO Sap Reference IMG Financial Accounting Global Setting Fiscal

Year Assign Company Code to Fiscal Year VariantSelect Position Button and give company code and Enter

SAVE

7.Define Variants for Open Posting Periods

Path: Sap Reference IMG Financial Accounting Financial Accounting Global

Settings Documents Posting Periods Define Variants for Open Posting PeriodsClickNew Entries Button

SAVE

Define Open and Close Posting Periods


Settings Documents Posting Periods Open Posting PeriodsSelect New Entries and fill as under.


11/26


SAVE

ASSIGN VARIANTS TO COMPANY CODE:


settings Document Posting Period Assign Variants to company codeSelect Position Button and Enter Company Code in dialog Box and assign

SAVE.

Define Field Status Variants

Path: Sap Reference IMG Financial Accounting Financial Accounting Globalsettings Document Line ItemControls Define Field Status Variants

Select line item and select button Or F6and

change the required fields and Save. The System

asks for the followingHere Select Copy all


12/26


Enter andSAVE

Assign Company Code to Field Status Variants


settings Document Line ItemControls Assign Company Code to Field StatusVariantsSelect New Entries and Enter our company code in dialog box and Enter

SAVE.

CHART OF ACCOUNTS (this is the list of accounts):

This is a list of all general ledger used by one or several company code. For each GLaccount it contains the account number, account name and the information, that controls

how an account function and how a GL account is created in the company code. It is aVariant. The chart of accounts has to be assigned to every company code, which would

like to create accounts.

Chart of Accounts

Accounts Groups

Accounts


13/26


(Note:- Chart of Accounts code is maximum 4 digits)

Creation of Chart of Accounts:

Path: Sap Reference IMG Financial Accounts General Ledgers A/c General

Accounts Master Records Preparations Edit Chart of Accounts List

(Transaction Code: OB13)Select New Entries and give the details as follows

Enter chart of accounts keyEnter the description of chart of accounts

Maintain language Key: ENLength of G/L Account Number:6(Maximum 10)

Controlling Integration: Manual Creation of Cost ElementsSAVE

ASSIGN COMPANY CODE TO CHART OF ACCOUNTS:

Path: Sap Reference IMG Financial Accounting General Ledger Accounts

Master Records Preparations Assign Company code to Chart of Accounts

(Transaction Code:OB62)

Select and give company code in the dialog Box,

SAVE

DEFINE ACCOUNT GROUPS:


14/26


Account group is a summary of accounts based on criteria that effect when masterrecords are created.

Path: Sap Reference IMG General Ledger Accounting General Accounts

Master Records Preparations Define Accounts Group(Transaction Code:OBD4)

Select New Entries button., Create your Own Account Groups.

SAVE

DEFINE RETAINED EARNINGS ACCOUNT:At the end of fiscal year the balance in the profit & Loss account must be

transferred to balance sheet account. To automatically carry forward the balance by thesystem to the retained accounts define one or more profit & loss statement account types

per chart of accounts and assign them to retained earnings account.

Path: Sap Reference IMG Financial Accounting General Ledger Accounting

Master Records Preparations Define Retained Earnings Accounts (Transaction

Code:OB53)

Enter the Chart of accounts Key in the Dialog box

(Ignore the Warning)and Enter

SAVE


15/26


Define Document type and number Range:


Settings Documents Document Headers Define Document Types

(Transaction Code:OBA7)

Select SA, and Double Click on line item SA OR (Details Button)

You will get the Below Screen

Double Click on , give Company Code and Click on

(Change Intravels)

Click Change intervals


16/26


Select Insert Intervals, This will take you to the next Screen, there You Select

And give the details as Shown,

SAVE

ENTER.Note: While giving number ranges see that it should not be Overlapped.


17/26


DEFINE TOLERANCE GROUPS(Transaction Code:OBA0):

Define Tolerance Groups for General Ledger Accounts:


Settings Documents Line Item Define Tolerance Groups for Employees

For G/L account clearing, tolerance groups define the limits within whichdifferences are accepted and automatically posted to predefined accounts.

Select New Entries button

Enter Company CodeKeep Tolerance Group Blank

SAVE

In this activity you can define different amount limits for your employees. You

use these limits to determine:

The maximum amount for which an employee is permitted to post a document

The maximum line item amount an employee is permitted to enter in a customer,

vendor or general ledger account

The percentage amount an employee can enter in a line item

The maximum acceptable payment difference


18/26


Payment differences within certain tolerance groups are posted automatically. The systemeither adjusts the discount or posts the difference to a separate expense or revenue

account.

To do this, you have to define:

The maximum amounts or percentage rates that the system should automaticallypost to a separate expense or revenue account if an adjustment to the discount is

not possible, and/or

The difference amounts for which the system should adjust the discount. In this

case the discount is automatically increased or reduced by the amount of thedifference.

You can also differentiate according to company codes. Since the same limits usually

apply for a group of employees, enter the limits for employee groups. You then define the

amount limits and tolerances per employee group and company code.

Note: You can also define tolerances without defining a tolerance group. In this case,

leave the field Grp blank. The tolerances so defined then apply to all employees that arenot assigned to a group. There must be at least one entry for each company code.

You can also define tolerances for clearing transactions in the Customer Vendors or G/Laccount master records. The lower limits from the specifications for the trading partner

and the employee group then apply for clearing.

Standard settings

Example tolerances are defined in the system for the standard company codes delivered.

Activities

1. For each company code, establish whether tolerances should be defined and

whether differentiation according to employee group is required. If you want todefine different tolerances for your employees, specify different amount limits for

different groups. If the tolerance limits are to apply to all employees, leave thefield "Group" blank.

2. Define the tolerances accordingly.

3. If you have defined different tolerance groups, you must then assign youremployees to a specific tolerance group. To do this, select the activity AssignUser Tolerance Groups.

CREATION OF GENERAL LEDGER A/C:


19/26


Path: SAP Reference IMG Financial AccountingGeneral Ledger G/L

AccountsMaster Data G/L Account Creation and Processing Edit G/L Account

(Individual Processing) Edit G/L Account Centrally (Transaction Code: FS00)

Enter G/L Account No: 1

Company Code : 200ClickMenu Bar G/L Account Command Icon

ClickCreate

Select Control Data tab and fill the details,


20/26


Select Create/Bank/Interest tab


21/26


22/26


Structure:Every document consists of a document header and at least two or more line

items. The document header contains information that is valid for the whole document,such as the data and the document number. It also includes controlling information such

as the document type. Line items only contain information on the particular item in

question, for instance a posting key, account number and amount. Whether anyadditional information is present depends on the business transactions involved.

Document Type:Every document contains a document type in its header. This document type is

defaulted when you are entering the document; If you do not agree with the defaultdocument type you can enter one yourself

The document type has the following functions:1. Differentiating between business transactions. The document type tells you

instantly what sort of a business transaction is in question. This is useful, forexample, when displaying line items.

2. Controlling the posting to accounts (vendor, customer or General Ledgeraccounts). The document type determines which accounts that particulardocument can be posted to.

3. Issuing document numbers and controlling documents storage . Every documenttype has a number range allocated to it from which the number for the SAPdocuments you create are taken. The original documents from one number range

should be stored together. In this way, the document type controls documentstorage.

4. The document type can also specify that the document should be posted using thenet posting procedure. This means that any discount and the net amount are

calculated(and posted) at the time of posting. You can find further information onthis FI Accounts Payable.

Posting Keys:Users specify a posting key before entering a line item. The posting key controls

how the line item is entered and processed.

For each posting key, you define among other things:Which side of an account can be posted to which type of account can be posted to

and which fields the system displays on the entry screens and whether an entry must be

made (field status).

AR AP GLSystem Delivered Posting Keys Transaction Dr - 0 Cr - 1 Dr - 2 Cr -3 Dr - 4 Cr - 5

1. Invoice/Credit Memo 01 11 21 31

2. Reverse Invoice Credit Memo 02 12 22 32

3. Bank Charges/ Reverse Bank Charges 03 13

4. Other Receivable/ Payables 04 14 24 34

5. Outgoing/Incoming Payment 05 15 25 35

6. Payment Difference 06 16 26 36


23/26


7. Other Clearing 07 17 27 37

8. Payment Clearing 08 18 28 38

9. Spl. GL Transactions 09 19 29 39

10. G.L Debit 40

11. G.L Credit 50

12. Asset Debit 70

System Delivered Posting Keys Transaction AR AP GL

Dr - 0 Cr - 1 Dr - 2 Cr -3 Dr - 4 Cr - 5

13. Asset Credit 75

14. Inventory taking 80 90

15. Inventory cost 81 91

16. Inventory Difference 82 92

17. Prince Difference 83 93

18. Consumption 84 94

19. Changes in Stock 85 95

20. GR/IR 86 96

21. Stock Inward Movement 89 99

DOCUMENTS

1. General Posting of A transaction:

Path: Accounting Financial Accounting General Ledger Posting GeneralPosting (Transaction Code:F-02)

Steps:

1 Document Date : This is the date of business transaction hold on2 Document Type : Enter document type SA3 Company Code : 2004 Posting Date : Enter the date of posting the business transaction


24/26


5 Posting Period : The posting period automatically update using the postingdate

6 Currency : Enter Currency in which the document is posting

Enter

Document Simulate or (Shift + F9)


25/26


SAVE

General Ledger Balance Display or Showing:Path: Accounting Financial Accounting General Ledger Accounts DisplayBalance (Transaction Code:FS10N)

ProgramExecute or F8


26/26

Double Click which month u want,