Where do we specify the sample account in FS00. I created a sample account for all expense accounts to use a particular field status group. Now I want to specify that sample account while creating g/l accounts. how do I do that?

We define Sample account at OB15 and the path is SAP Ref:
IMGFinancial AccountingGLAccountingGLAccountsMasterRecordsPreparationsAdditional ActivitiesSample Accounts

Step1: Maintain List of Rules types

In this step you just create a code for your Sample Account

Create a New Entry
XXXX Sample account for Pleasecontact1 then save

Step 2: Define Data Tranfer Rules FSK2

In this step you define the data tranfer rule i.e., whether it can be editable or only display etc after a Master recored is created with Sample Account.

Selects the fields that you want to transfer (check boxes)and can be changed and can't be changed etc., then save.

Step 3: Assign Company Code to Rule Type

In this step you will assign your sample account to your company code.

Just select your company and select your Sample account and assing then save.

Step 4: Create Sample Account. FSM1

Now create Sample Account same as you create at FS00, then Save.

Now Sample account is created. Now you can find Sample account field in FS00 (if you assign it company code it won't be displayed) enter Sample account no, and press enter all the fiels that you have selected in Step 2 will be copied (transferred) accrding the the rule (checkboxes) you have selected there.

At Tcode FS00

At FS00 you can see/Edit/Create a GL Master Record which is maintained by the Company Code. Where as Sample Account is not GL Master Record but it is a set of settings/rules which are easily available to create a GL Master Record (understand this point clearly) This sample account does not hold your transaction data nor you can edit or view at FS00.

To use your Sample Account:
1. Go to FS00, give a GL account no (other than Sample account no ofcourse). Select create
2. Then check all fields, whether any field is filled like Currency, Open Item Management, etc *for your confirmation* (obviously every field is empty)
3. Now enter Sample Account no in Sample Account field and give Account Group. press Enter. U will get a message that "Data from changed Sample account was accepted", check data.
4. Now chek all fields again. Now u will find some fields filled with values which you have defined in Data Transfer Rules while creating Sample Account.

Debit Memo - It is a sales document used in complaints processing to request a debit memo for a customer. If the prices calculated for the customer were too low, for example, calculated with the wrong scaled prices, you can create a debit memo request. The debit memo request can be blocked so that it can be checked. When it has been approved, you can remove the block. It is like a standard order. The system uses the debit memo request to create a debit memo.

Credit Memo - A transaction that reduces Amounts Receivable from a customer is a credit memo. For eg. The customer could return damaged goods. A debit memo is a transaction that reduces Amounts Payable to a vendor because, you send damaged goods back to your vendor.

Credit memo request is a sales document used in complaints processing to request a credit memo for a customer. If the price calculated for the customer is too high, for example, because the wrong scale prices were used or a discount was forgotten, you can create a credit memo request. The credit memo request is blocked for further processing so that it can be checked. If the request is approved, you can remove the block. The system uses the credit memo request to create a credit memo.

As mentioned above, creating a credit or debit memo request enables you to create credit or debit memos based on a complaint. For this first create a sales document with the order type for a credit or debit memo request. You can create the debit or credit memo requests in the following ways:
– Without reference to an order
– With reference to an existing order
Here you enter which order the complaint refers to.
– With reference to an invoice
Here you enter which invoice the complaint refers to.
In all cases, you specify the value or quantity that should be in the credit or debit memo

You can block the credit or debit memo request from being billed in Customizing. Go to Sales -> Sales Documents -> Sales document header -> Define sales document type and select the billing block field in the billing section. This request can later be reviewed along with similar ones, - if necessary, by another department. The request for a credit or debit memo can then be approved or rejected.

To create Credit / Debit Memo request:
- Use the same procedure that you use for Creating Sales Orders i.d T Code VA01
- Give Order Type as CR for Credit Memo and DR for Debit Memo reuest

While creating the request you have to enter Customer Number, Reason for the request. and Material and its quantity. Once the credit or debit memo request is released you can create credit or debit memo. The credit memo request will be automatically blocked for checking with Billing Block 08 (to check credit memo) & 09 (to check debit memo) for the sales order type “CR” .

If it is not so you can customize the block for credit memo requests in Customizing for SD when you define the order type Sales and Distribution -> Sales -> Sales Documents -> Sales Document Header -> Define sales document types. The release of block is allowed to be removed only by the people who are authorized for it. If the amount is within acceptable limit the block is automatically released otherwise all the people assigned to this job receive a work item in their integrated inbox for release.

If the complaint is not automatically blocked by the settings in Customizing, you can set a delivery or billing block manually.
- Logistics -> Sales and distribution -> Sales.
- Choose Order -> Change.
- Enter the number of the sales document, or use a matchcode to search for it.
- Choose Enter.
- If all the items have been blocked, choose Select all.
- If only some items should be blocked, select the corresponding items.
- Choose Edit -> Fast change of... -> Delivery block or Billing block.
- Enter the delivery or billing block for the header or individual items.
- Choose Copy.
- The system copies (or deletes) the delivery or billing block in all the selected items.
- Save your document.

During various postings, the GL account postings will be taken place as follows:

For Domestic Procurement of Raw Material
During GR
Material Stock Dr.
GR/IR clearing Cr.
During Excise Invoice Credit
Cenvat Account Dr.
Cenvat Clearing Cr.
During Invoice Verification
Cenvat Clearing Dr.
GR/IR Clearing Dr.
Vendor Payable Cr.

For Domestic proceurement of Capital Goods
During GR
Material Stock Dr.
GR/IR clearing Cr.
During Excise Invoice Credit
Cenvat Account Dr. (50%)
Cenvat On-hold Dr. (50%)
Cenvat Clearing Cr.
During Invoice Verification
Cenvat Clearing Dr.
GR/IR Clearing Dr.
Vendor Payable Cr

Subsequent of Capital Goods
Cenvat Account Dr. (50%)
Cenvat On-hold Cr. (50%)

For Import Procurement of Raw Material
During Customs Duty Clearing invoice
Custom Clearing Dr.
Custom Payable Cr.
During GR
Material Stock Dr.
GR/IR clearing Cr.
During Excise Invoice Credit
Cenvat Account Dr.
Custom Clearing Cr.
During Invoice Verification
GR/IR Clearing Dr.
Vendor Payable Cr.

For Excise Duty Credit of Raw Material without PO

Cenvat Account Dr.
Cenvat Clearing Cr.

For Excise Duty Reversal through Excise JV

Cenvat Clearing Dr.
Cenvat Account Cr.

During Excise Invoice Creation
Cenvat Suspense Account Dr.

What is the use of Field Status Variant. Why it is required?

What is the difference between "Posting Key Variant and Field Status Variant". Why both the things are required to define as both control the fields. What specific fields are controlled this fields.

'Posting Key Variant ' Controls- fields of Posting Key and 'Field Status Variant' controls fields of G/L Account.Fields of G/L Account which are controlled by FSV can see in T.Code OBC4 and Fields of Posting Keys in SPRO-FAGS-Document- Line Item. Both can controls common fields, then SAP applies 'SDRO' rule.

SDRO rule. The fields can be Suppressed, Displayed, Required, Optional.

Posting is key controls
- which type of accounts can be posted to
- whether the line item is debit or credit
- and the field status of the document line item

Where as FSG (group into Field status Variant) controls only the the document line item for that account.

There are only three field status options during document entry:
- Suppressed
- Required
- Optional

If both Posting key and FSV has the same field as Required and optional, system uses the link rules, takes the one which has the highest priority(in this case required).

But in case of Master record Field status which is controlled by Account Group, there are 4 options of field status:
- Suppressed
- Display
- Required
- Optional

Account group defines:
a. length of gl account number
b. no. ranges of the gl account numbers
c. field status of the GL account master data in the company code segment.(which fields to appear when you create a gl account) (to control...double click on your GL account group in Screen transaction code OBD4)

Posting key defines:
a. whether the line item is a debit or credit
b. to which type of account the amount should be posted to(ex: when you use posting key 40, you will be able to post to gl accounts. When you use Posting key 01, you will be only able to post to customer account.
c. document screen layout during posting of a document. (which fields to appear in a document...double click on the posting key and select field status and make the entries as required /optional etc)

Field status group defines:
Document screen layout during posting of a document. (which fields to appear in a document...double click on the field status group and select fields and make the entries as required /optional etc)

LOGIC: you assign field status variant to the company code, FSV is a bundle of field status groups.

ex: in FSG G001 you have made the text as required entry...you assigned the field status group g001 to cash account..so when you use cash account and try to post a document it will definitely prompt you to enter the text (text made as required.)

Both FSG and PK control the same feilds in a document.There is no dominance between FSG and Posting keys..but we should know the allowed combinations....

If text is made required in PK and suppressed in FSG..the system will issue a error msg..Rules for PK...and FSG....is set incorrectly for SGTXT field.

Permissable combinations:

Pk R/S O/S R/o R S O

FSG S/R S/O o/r R S O

Result e SD RD NP NP NP

R = required
s = suppressed
e = error
SD = Suppressed dominates
Rd = required dominates
np = no problem.

Hold Document: It is for short term and is used when tranaction Dr or Cr is uncertained and generally its is used for external purpose. eg: Advance from potential customer

Parking Document: Its is for longer period generally used for internal purpose. eg: Advance made for employes.

What is the main purpose of this document. Why we are using this one to in FI? How it is useful?

Parking documents is used when we need to get any clarification regarding some account.

We can temporarily park or store this document till we get it cleared or approved.

Then we can post it.

Remember.... parking does not update the accounts....... it just stores the document..... whereas posting will update the accounts....( for example.... the reducing/increasing of the account balances).

The TC for Parking Documents is F-02 -> enter the required details ->go to the menu (at top ) ->Document-> Park.

To post a parked document : FBV0-> go to the menu Document-> Post.

Other TCs used pertaining to Parking of Documents are :

FV50 : Post / Delete : Single Screen Transaction
FBV2 : Change
FBV3 : Display
FBV4 : Change Header
FBV5 : Display Changes
FBV6 : Refuse

F-63 Park Document - Only transfer amounts in document curr. in invoice

In F-63, there is a checkbox "Only transfer amnts in document curr. invoice", may I know what is the purpose of this checkbox & under what circumstances we will use this checkbox.

"Only transfer amounts in document curr. in invoice"

If we sets this indicator it translates the doc. currency into local currency at the time of parked document.

If we not set this indicator it translates the doc. currency into local currency when posting of document.

Eg: We are parking a document with doc. currency in USD @40- the next day we are posted that document then it is @42- the system takes the exchange rate from the header which was specified in the parked document @40- only. If we not set this indicator it will take at the time of posting of document @42-

I was trying to learn & experiment with using the lock box. However, I don't have any sample files that I can upload and see if it works. Does anyone have any sample bank files and any material that I can use. It would really help me undestand the procedure.

Lockbox is a process provided by a bank where the customer remits his payment to a PO Box at your bank, the bank deposits the check in your account and enters the remittance data from the customer. Then the bank sends the data to you electronically for you to import and apply in SAP-AR.

The structure that the bank uses is usually one of two formats. BAI will provide you the customer information and the check amount but no invoice remittance data. Usually cheaper and works well for a business where customers are paying only one invoice at a time.

BAI-2 offers remittance data but the bank charges more for the service because they have to enter more info.

Look at structures FLB** to see the transfer data.

When the bank sends the customer payment data you use Treasury function FLB2 to import and then process the payments. This process attempts to determine where to apply the payment and will post directly against an invoice, an account to a customer or if it can't even determine the customer it posts into a clearing account (configured) to be resolved.

SAP FI Question:
Why do we use special purpose ledger?
What are the configurations we need to make?

We are using the Special Purpose Ledger for statutory reporting or mangement reporting purpose. It also help us in doing single entry, adjstment posting like income tax deperication.

Steps for cofig.
- Define Table Group
Financial Accounting -> Special Purpose Ledger -> Basic Settings -> Tables -> Definition -> Define Table Group

- Maintain Field Movement
GCF2
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger -> Basic Settings -> Master Data -> Maintain Field Movements

- Maintain Ledger for statutory ledger
GCL2
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger -> Basic Settings -> Master Data -> Maintain Ledgers -> Copy Ledger
Assign Co Code
Assign Activities

- Define Versions
GCW1
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger -> Periodic Processing -> Currency Translation -> Define Versions

- Set Up Exchange Rate Type
OC47
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger ® Periodic Processing -> Currency Translation -> Set Up Exchange Rate Type

- Create Number ranges
GC04
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger -> Actual Posting -> Number Ranges -> Maintain Local Number Ranges

- Create Currency Translation document type
GCBX
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger -> Actual Posting -> Maintain Valid Document Type

- Create Posting period variant
GCP1
IMG Menu Path :
Financial Accounting -> Special Purpose Ledger -> Actual Posting -> Posting Period -> Maintain Local Posting Period

What is "real time integration" advantage of SAP?