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Business transactions are posted and managed in the general ledger via accounts .Each master record contains settings that control the flow of financial transactions .The G/L accounts record the business transactions in line item and totals form .In the standard system, all business transactions, which are posted to G/L accounts, are updated in the general ledger .

Procedures

1. Access the transaction on SAP Graphical User Interface (SAP GUI)

2. In the “Display G\L Account Centrally“ screen, enter information in the fields as specified in the table below:

3. Press “Create“ or “ With Template” after filling the G/L Account & Company Code.

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SAP Easy Access	Accounting >Financial Accounting > General Ledger >Master Records >G/L Accounts > Individual Processing > Centrally
Transaction code	FS00

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4. On the “Type/Description “Tab, enter information in the fields as specified in the table below :

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

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Field Name	Description	R/O/C	User Action & Values
Account Group	Determines the fields for the entry screens if you create or change a master record in the company code .The account group also determines which number interval the account must be.	R
P+L statement account type	Identified this account as an P+L statement account type	C
Functional Area	This functional area is required to pull in the Profit and Loss statement in Financial Accounting using the cost of sale accounting method.	O
Balance sheet account	Identifies this account for use in the balance sheet	C
Short text	A short textual description of the G/L account	R
G/L acct long text	The G/L account long text is used for online displays and evaluations	O

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5. On the “Control Data “Tab, make the following entries:

Input : (PTO)

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

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Field Name	Description	R/O/C	User Action & Values
Account currency	Identifier of the currency in which the account will be managed	R	The default currency is the one that is maintained in the Company Code
Only Balances in Local Currency	Indicates that balance is updated only in local currency when users post items to this account.	O
Exchange Rate Difference Key	Key for calculating exchange rate differences	O
Tax category	Determines whether the account is tax relevant.	O	(-)Input tax (+)Output tax (*)all tax types
Posting w/o tax allowed	Check box	O	Allows posting to accounts without indicating taxes
Recon .account for account type	An entry in this field identifies this GL account as a reconciliation account .A reconciliation account ensures the integration of a Sub-ledger account into a GL account.	O	Use the drop down menu to indicate if this is an Assets, Customer, and Vendor. Reconciliation account
Open item management	Set up accounts with open item management if offsetting entries are to be assigned to the postings made to these accounts .Postings to these accounts represent incomplete transactions.	O	Check box if open items are managed for this account.
Line item display	Do not set this indicator for accounts in which the number of postings is so great that line item display online would not be advantageous, such as receivables and payables accounts.	O	Check box if line item display is possible for this account.
Sort key	How line items are to be sorted based on the allocation field.	O

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6. On the “Create\bank\interest“ Tab, make the following entries:

Note :On above table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

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Field Name	Description	R/O/C	User Action & Values
Field status group	Determines the screen layout for document entry.	R
Post automatically only	Indicates that this account can only be posted to by the system using account determination tables.	O	Check box.
Planning level	This field is used to control displays in Cash Management .	O
Relevant to cash flow		O	Check box if this account is to be use in the statement of Cash Flow.
House bank	Indicator for the company bank .	O
Account ID	Identifies House Banks.	O

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7. Press “Save” button

8. Data was saved.

9. To perform any changes click the EDIT button ” ” then press SAVE “ “

10. To display the GL account click the DISPLAY button” ” then press BACK “ ”

11. To Block the GL account click on Block button “ ."

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1.2 G/L Master record changes (Centrally) :

Use

This transaction shows changes that were made in a G/L account master record.

Procedure:

1.Access the transaction on SAP Graphical User Interface SAP GUI:

2.On screen “Central G/L Account Changes :Initial Screen”, enter information in the fields as specified in the table below:

Input: (PTO)

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SAP Easy Access	Accounting > Financial Accounting > General Ledger > Master Records >G/L Accounts > Display Changes > Centrally
Transaction code	FS04

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

3. Click on the “Enter” button.

4. The output screen “G/L Account Changes :Changed Fields” will appear.

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Field Name	Description	R/O/C	User Action and Values
Account number	Enter the general ledger account number to view all changes made to that account.	R	Enter account number .
Company Code	The company code.	R	Enter company code.
From Change Date	The system only displays changes, which were made as from this date.	O	Enter Date.
Changed By	Name of user.		Enter name.

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5. Click on the “All changes” button to view a listing of all changes .Double click on the line items to view details:

6. Date of changes, Time of change, User name who changed the master record and fields that were changed with new and old content as well as a language used.

7. For more details select the field you would like to display changes of and press you will find the following:

8. Display the account changes and after that press the “Back” icon to go to the main menu.

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1.3 Create a G/L Posting documents : /nF-02 (Single Entry Posting) :

Use:

Every document consists of a document header and two or more line items .The document header contains information that is valid for the whole document, such as the document date and the document number .It also includes controlling information such as the document type.

The line items only contain information on the particular item in question, for instance an account number and amount. Whether any additional information is present depends on the business transaction involved.

The system creates the document, updates the transaction figures for the accounts affected, and in some cases, displays an internally assigned document number when the document is posted.

Procedure:

1.Access the transaction on SAP Graphical User Interface SAP GUI :

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SAP Easy Access	Accounting > Financial Accounting > General Ledger >Posting>General Posting
Transaction code	F-02

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2.On the screen “Enter GL Account Posting :Header Data”, enter the information in the fields as specified in the table below:

Input: Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

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Field Name	Description	R/O/C	User Action & Values	Comments
Document Date	Date of the document.	R	NOTE :The document date is the date on which the original document was issued.	Enter the date of the Document.
Type	Document type.	R	Accept default of “SA‟ for G/L Document Posting.	Defaults from the system date.

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3. Select the “Enter” icon to proceed

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Field Name	Description	R/O/C	User Action & Values	Comments
Company Code	Company code of the first G/L account.	R	This field can have a value defaulted in from the User Parameters settings.	Can make this a required field to enhance business processing.
Posting Date	Posting date of the document which will determine the period it posts to.	R	Default is system date.
Currency/rate	Currency that the amounts will be entered into the system under.		Enter either the local currency or another currency defined in your system.	The system defaults in the local currency.
Reference	Field allocated to any extra numeric or name identifiers .	C	Can be used to contain external document reference numbers . This is helpful as an additional document search criterion.	User Has to provide reference Name/Num for easy entry tracking.
Doc .Header text	Text that may be entered to apply to the entire document via the header.	C	Enter if necessary.
Post Key	Key that will determine the type of account to be posted to and whether it is a debit or credit.	R	Enter key to identify this line properly and to post to the correct side of the account.
Account	G/L account number to post the first line of the invoice to.	R	Enter the G/L account to be posted to.
Special G/L	The G/L indicator determines how to handle special postings.	O	Use system supplied or customized indicators if necessary .	Configure the Special G/L Indicators to determine which alternative account to post the transaction to.
Trans type	The transaction type controls various system activities when business transactions are posted.	O	Enter if appropriate.

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4. On the Details “Enter G/L Account Document :Add G/L account item” screen enter the information in the fields as specified in the table below:

5. Select the “Enter” icon to proceed

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Note : There are many other fields which are to be used according to configuration rules, account dependencies, specific posting transactions, and company procedures.

Input:

6. Select the “Enter”. To be proceed to next screen.

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Field Name	Description	R/O/C	User Action & Values
Amount in Doc Currency	The amount for the account entered on the previous screen.	R	Enter proper amount.
Cost Centre	Provide Cost Center/Dept details, Cost Center accounting is used to identify the costs incurred.	R	Select Dept Num.
Internal Order	Provide Internal order num/Project ID details	R	Enter Order/Project Details.
Activity	Activity types are used to describe the various forms of activity that are performed at a cost center.	R	Enter Activity Num.
Post Key	Key that will determine the type of account to be posted to and whether it is a debit or credit.	R	Enter key to identify this line properly and to post to the correct side of the account.
Account	G/L account number to post the subsequent lines of the invoice to.	R	Enter the G/L account to be posted to.

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7. Put ( *) in amount checkbox and put (+) Sign in Text checkbox that captures previous screenshot amount figure and Text Description provided by the User.

8. Go to Document and Click On Simulate (Document > Simulate). You will get bellow mentioned screenshot.

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9. Make sure Debit equals to Credit and balance should be zero as mentioned bellow.

10.To save the data, select the “Save” icon, select Document > Post, or press F11.

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1.3 Create a G/L Posting documents: /nFB50 (Mass Posting):

Procedure:

1.Access the transaction on SAP Graphical User Interface SAP GUI :

NOTES:

The first time you access this function, a pop-up box requesting the company code will be displayed .After your first entry, the system will retain and display select field information, such as Company Code and Currency .Complete the company code information and hit the green check mark or press “Enter” .

2. On the screen “Enter G/L Account Document: Company Code 3300”, enter the information in the fields as specified in the table below:

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SAP Easy Access	Accounting > Financial Accounting > General Ledger >Posting>Enter G/L A/c Document
Transaction code	FB50

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

3. On the Details screen enter the information in the fields as specified in the table below:

Input : (PTO)

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Field Name	Description	R/O/C	Comments
Document Date	Date of the document.	R	Enter the date of the Document.
Posting Date	Effective date of posting.	R	Defaults from the system date.
Reference	Field used to enter user desired text	R	Can make this a required field to enhance business processing
Doc. Header Text	Mention description of the document.	C

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

4. Select the icon.

5. Simulating the Posting

Select the “Simulate” Button .This optional step will create any automatically generated document lines such as inter-company entries and allow you to view them before posting . Green arrow back to make any necessary changes to the lines (click ok at “Automatically created line items will be deleted‟) or click the Save icon to post the document if satisfied .

6. To save the data, select the “Save” icon, select Document>Post, or press F11.

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Field Name	Description	R/O/C	Comments
General Ledger Account	The number of the G/L account to which the transaction will be posted.	R
D/C	Debit or credit indicator.	R
Amount in Doc Currency	The amount for this line.	R
Cost Centre	Provide Cost Center/Dept details, Cost Center accounting is used to identify the costs incurred.	R	Select Dept Num.
Internal Order	Provide Internal order num/Project ID details.	R	Enter Order/Project Details.
Activity	Activity types are used to describe the various forms of activity that are performed at a cost center.	R	Enter Activity Num.

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1.4 Park Documents

1.4.1 Create park documents (F-65):

Use:

Document parking can be used to enter and store (park )incomplete documents in the SAP System, without carrying out extensive entry checks .Parked documents can be completed, checked and then posted at a later date.

Procedure:

1.Access the transaction on SAP Graphical User Interface SAP GUI :

2. On the “ Park Document :Document Header” screen, enter information in the fields as specified in the table below:

�

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Posting⇒ General Document Parking
Transaction code	F-65

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3. Select the “Enter” icon to proceed.

4. Enter “amount , Cost centre, Order &Text “, Select the “Enter” Icon to proceed next screenshot.

5. Put (*) in amount checkbox and (+) sign in text checkbox for capturing the previous amount check box and text checkbox.

6. Go to Document ⇒ Park Document.

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1.4.2 Change parked documents:

A parked document can be changed and gradually completed. A large number of header and item fields can be changed during this process, including the amounts. Certain of the values you cannot change are the currency and the company code.

You can make changes to :

• Individual documents

• Individual items

• Several documents simultaneously via a list

• Other values via the line items

T-code: FBV2

1.On the “Change Parked Document :Initial Screen” screen, enter information in the fields as specified in the table below:

Input:

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Field Name	Description	R/O/C	User Action & Values
Company Code	4 character identifier of an organizational unit within external accounting.	R	Enter company code.
Document number	Identifier for an accounting document.	R	Enter the parked document number.
Fiscal Year	The year to which the park document was created.	R	Enter the fiscal year.

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2. Press “Enter” or click on to proceed.

3. Click on “Execute” .

4. Double click the Line Item you want to Change.

5. On the screen “Change Parked Document :Overview”. Make the changes

6. Once all changes are complete, press “Park Document” icon to post the changes.

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1.4.3 Display parked documents:

Document parking can be used to enter and store (park )incomplete documents in the SAP System, without carrying out extensive entry checks .Parked documents can be completed, checked and then posted at a later date.

Parked documents may be display individually or via a list.

T-code: FBV3

1.On the “Display Parked Document :Initial Screen” screen, enter information in the fields as specified in the table below:

Input:

2. Press “Enter” or click on to proceed.

3. Click on “Execute” .

4. Double click the Line Item you want to Change.

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Field Name	Description	R/O/C	User Action & Values
Company Code	4 character identifier of an organizational unit within external accounting.	R	Enter company code.
Document number	Identifier for an accounting document.	R	Enter the parked document number.
Fiscal Year	The year to which the park document was created.	R	Enter the fiscal year.

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5. Display the document and after that press the “Back” icon to go to the main menu.

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1.4.4 Display document changes of parked documents:

This transaction will allow the user to view the changes in a parked document.

T-Code: FBV5

1.On the “Parked Document Changes :Initial Screen” screen, enter information in the fields as specified in the table below:

Input:

2. Then Press “Enter” to proceed.

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Field Name	Description	R/O/C	User Action & Values
Company Code	4 character identifier of an organizational unit within external accounting.	R	Enter company code.
Document number	Identifier for an accounting document.	R	Enter the parked document number.
Fiscal Year	The year to which the park document was created.	R	Enter the fiscal year.
From Change Date /time	Date/time from which changes should be listed.	R	Enter a date/time – the system will only display changes as from this date.

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Notes:

As standard when you enter the transaction, the last posted document made by any user appears automatically.
Otherwise, you have to enter the document number that you need to view its changes in the “Document Number” field.

3. On screen “Parked Document :Changed Fields”, a list of changed fields should be displayed .Double-click on an entry to view the change date and old and new values of the field .From here, click if you want to identify the user and time of the changes.

4. Press the “All changes” icon to display all the changed fields.

5.Display the document changes and after that press the “Exit” icon to go to the main menu.

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1.4.5 Post/Delete parked documents:

This transaction will allow the user to Post/Delete a parked document.

Procedure:

1.Access the transaction on SAP Graphical User Interface SAP GUI :

2. On the “Post Parked Document :Initial Screen”, enter information in the fields as specified in the table below:

Input:

Notes:

As standard when you enter the transaction, the last posted document made by any user appears automatically .
If you know the document number that you need to change type the number direct in the “Document Number” field.
If you do not know the Document number press the following screen appears:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Parked Document ⇒ Post/Delete
Transaction code	FBV0

Field Name	Description	R/O/C	User Action & Values
Company Code	4 character identifier of an organizational unit within external accounting.	R	Enter company code.
Document number	Identifier for an accounting document.	R	Enter the parked document number.
Fiscal Year	The year to which the park document was created.	R	Enter the fiscal year.

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3. From the above screen you can select documents by fields like, “Posting date”, “Document date”,” Document Type” etc and then press the “Execute” icon , a list of documents appear if found as below screen.

4. Double click the Parked Document you want to Post or Delete or press , the following screen appears:

(PTO)

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5. Press “Document” in the menu bar and choose “Delete” to delete the document or Press the “Post” icon to post the document.

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1.5 Reverse a Document Entry

1.5.1 Individual / Mass Reversals.

Use:

If you have entered an incorrect document, you can reverse it .Note that R/3 can reverse a document only if the following conditions are met:

o Contains no cleared items

o Contains only vendor, customer, or G/L line items

o Was posted within the FI system

o Contains only valid values, such as business areas, cost centers, and tax codes

Ordinarily, you post a reversing document in the same period you posted the original document . The period of the original document must be open to post a reversing document .If the period is not open, you can overwrite the posting date field with a date in an open period, such as the current period.

Procedure:

1.Access the transaction on SAP Graphical User Interface SAP GUI :

Please Note: For Individual Reversal use :FB08 , for mass reversals use : F.80

(PTO)

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Reverse ⇒ Individual Reversal
Transaction code	FB08

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2. On the “Reverse Document :Header Data” screen, enter information in the fields as specified in the table below:

Input:

Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

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Field Name	Description	R/O/C	User Action & Values	Comments
Document number	The document number of the document to be reversed.	R	Enter the document number.
Company code	The company code identifier for the document to be reversed	R	Enter the proper company code.	You can select the drop down arrow to view a list of available choices.
Fiscal year	The fiscal year that the document was created in.	R	Enter the fiscal year.
Reversal Reason	Reason for reversing a document.	R	Enter the desired reversal reason.	Select the drop down arrow to view a list of available choices . You can use the standard reason codes or enter new codes in configuration.
Posting date	If the reverse document cannot be posted to the same period as the original document, enter the posting date and the posting period of the Reversing document.	O	Leave blank to accept the original document’s posting date or enter the desired posting date.	You can select the drop down arrow to view a calendar.
Posting period	Effective period of reversal posting	O	Enter if different than the original document’s period

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3.Click on to view the Document before reversal or press F5.

Notes:

As standard when you enter the transaction, the last posted document made by any user appears automatically .
If you know the document number that you need to change type the number direct in the “Document Number” field.
If you do not know the Document number press the following screen appears:

Note: Give the Document number that you want to reverse, follow the screen appears bellow.

4. Then press the “Execute” icon , Double click on bellow mentioned Document number line item.

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5. After double clicking on Document number line item you will get the bellow mentioned screenshot.

6. Post the reversing document by selecting Document ⇒ Post or press the “Save” icon.

Note: For Mass Reversal please use F.80 & Follow the same procedure.

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1.5.2 Reversal of a Reversed Document:

Use:

Suppose, if we reversed an entry with wrong account num or data, we can use this option to reverse a reversed document.

Note: Please note that we use this option to reverse the only reversed document.

Procedure:

T.Code: FBR2

Enter proper Document Number of a reversal entry.
Enter Company code .
Fiscal Year.
Select “Generate reverse posting” check box
Click on
Document
Press “Enter”
Goto Document ⇒ Post or click on Icon.

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1.6 Change Document:

Use:

The system prevents the data in certain fields of a posted document from being changed . Examples are - the posting amount, account number, posting key, fiscal year and tax amount . Because account information fields and balances are updated on posting, these fields cannot be changed .Changing the data in these fields would entail a manipulation of the figures, with the result being it would no longer be possible to reconcile the documents and accounts .Some fields are changeable in a posted document .Whether or not data can be change in changeable fields depend on the following factors:

The document changing rules defined by your system administrator
Which other SAP applications, such as CO or MM, you have installed
How the application is configured

The change document functionality may also be used to release down payments for payment by changing the “Payment Block” field .By cancelling the block indicator, down payments will automatically be released and cleared each time the payment program is run .The paying program clears by subtracting the down payment amount from the corresponding invoice amounts and paying the difference.

Procedure:

1.Access the transaction on SAP Graphical User Interface (SAP GUI ) :

2. On the “Change Document :Initial Screen” screen, enter information in the fields as specified in the table below:

Input: (PTO)

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Change
Transaction code	FB02

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Note :On above table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional

Notes:

As standard when you enter the transaction, the last posted document made by any user appears automatically .
If you know the document number that you need to change type the number direct in the “Document Number” field.
If you do not know the Document number press the following screen appears:

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Field Name	Description	R/O/C	User Action & Values	Comments
Document Number	The system requires the number of the document you wish to display.	R	Enter the document number you wish to change.	The system proposes the document number from the last processed document.
Company Code	Company code which the document was posted under.	R	Document numbers are company code specific.	The system proposes the company code that was used in the previous function.
Fiscal Year	If the number range that the document type uses is year dependent, you may use this field to be more specific.	R	Enter the appropriate fiscal year that the document was posted in.	If you do not enter a fiscal year and the number range used is year dependent, an additional window will appear if the document number exists in various years.

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3. From this screen you can select documents by fields like “Document type”, “Posting date”, “Entry date”, etc and then press the “Execute” icon, a list of documents appear if found.

4. Select the Document then press “Choose’ ( F9) .Or Double click the Document you want to change, the following screen appears:

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5. On the screen “Document :Overview”, select a line item by double-clicking on it or click once then selecting the Change Row icon .Only the fields which are not grayed out may be changed .If the line selected corresponds to a vendor posting and the Payment Block field is configured as “changeable” in the FI Configuration Document Change Rules, you may change the value of this field to release the vendor for payment .You may proceed to the other line items by using the up and down black arrows or the Save and +Next/Previous push buttons .You may also click on the Document Header icon to change selected fields in the document header.

6.Make the changes you need and press the “Back” button then press the “Save” button . or press F11

Note:

You cannot change the Document Header (Posting date, Document date, and Document type.)
You cannot change Amount and Cost Centre or Order.
You can change Text, Assignment, and Payment Method only .

7.To view the user details or for more details click on .

8. To go back to Data entry view click on .

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1.7 Display Document Line Items:

Use:

This process will display a previously created accounting document .To display a specific document, enter document number, company code and fiscal year.

Procedure:

1.On the “Display Document :Initial Screen” screen, enter information in the fields as specified in the table below:

Input:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Display
Transaction code	FB03

Field Name	Description	R/O/C	User Action & Values	Comments
Document Number	The system requires the number of the document you wish to display.	R	Enter the document number you wish to change.	The system proposes the document number from the last processed document.
Company Code	Company code which the document was posted under.	R	Document numbers are company code specific.	The system proposes the company code that was used in the previous function.
Fiscal Year	If the number range that the document type uses is year dependent, you may use this field to be more specific.	R	Enter the appropriate fiscal year that the document was posted in.	If you do not enter a fiscal year and the number range used is year dependent, an additional window will appear if the document number exists in various years.

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Notes:

If you do not know the specific document number you wish to display, click on the List button, enter the parameters that you do know, and run the search in order to find the proper document .Then double- click on the desired document to display it.

2. Press “Enter” to proceed.

3. On the screen “Document Overview”, you will see all line items for the document .If you wish to see more details for a specific line item, double click on it .You can also click on the Document Header icon or hit F5 to see the header information for the document .If you desire to make changes to the document, click the Display / Change icon or hit Shift +F1 . In order to return to the “Document Overview” screen, click on the Overview icon or click on the Back .

4.To return to the “Display Document :Initial Screen” , press the “Back” icon or press F3.

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1.8 Display changes in Document:

Use:

To view the last changes that have been made to a certain document and the fields that has been changed.

Procedure:

1.On the “Document Changes :Initial Screen”, make the following entries:

Input:

2. Then Press “Enter”, the following screen appears: (PTO),

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Display Changes
Transaction code	FB04

Field name	Description	R/O/C
Company Code	Enter Company Code you want to display its Doc Changes.	R
Document Number	The Number of the document you want to display its changes.	R
Fiscal Year	The year you are working in.	R
Period of change: Changed by	Name of the User who Made the Change.	O

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3. Double click the line you need to display the changes made in it or press , or press the “All changes” icon, the following screen appears:

4. Display the document changes and after that press the “Back” icon to go to the main menu

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Field name	Description
Date	Creation date of the document.
Field	The Field that has been changed.
New	The New value of the field.
Old	The Old value of the field.

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1.9 Display G/L Accounts balances:

Use:

The system displays the debit and credit balances of the individual posting periods as well as the cumulative balances of the G/L account

The account balance displays the following:

The opening balance (the balance carried forward from the previous year )
The total of all transactions for each posting period, broken down into debit and credit postings (transaction figures).

Procedure:

1.On the “G/L Account Balance Display” screen, enter the information in the fields as specified in the table below:

Input:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒ Display Balances
Transaction code	FS10N

Field name	Description	R/O/C	Comment
Account Number	G/L account number that identifies it in the Chart of Accounts.	R	One G/L acct .or Range
Company Code	Enter Company Code you need to display the account balance in it.	R	One Company Code or range
Fiscal Year	The year you are working in.	R

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Notes:

You can display more than one account in the same time by pressing the Multiple selection button beside the Account Number field the following window opens:

Input:

2. Press the “Execute” icon. The Following screen appears.

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Tab	Description
Select Single Values (1)	You can select single values
Select Intervals	You can select ranges
Exclude Single Values	You can remove single value
Exclude Intervals	You can remove ranges

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Note:

The balances for every period in the year are displayed .If you need more details of the totals double click on the required period to see its details.
To show the single document entries of a period, select the balance field of the period you want to display by double-clicking.
To show all the documents of the year, select the total balance field by double-clicking.

3. Select the line item you want to change by clicking the box at the start of the row and choose the “Edit” icon, if you want to display it choose the “Display” icon .

Note :

Certain fields can be changed for each type of account.
Fields to be changed differs whether the Line Item was posted, open or cleared.

4. Display the account balances and press the “Back” icon to go to the previous screen.

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1.10 Display/Change G/L Accounts items:

Use:

You can display the line items for one or more accounts.
Line items are document items that were posted to a specific account .In contrast to a document item, a line item only contains the information from the document that is relevant from the account view.

Prerequisites

In order to display the line items for an account, the account must be managed with line item display .This means that you have set the indicator Line item display in the master data of the account.

Procedure:

1.On the “G/L Account Line Item Display” screen, enter information in the fields as specified in the table below:

Input:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒ Display/Change line items
Transaction code	FBL3N

Field name	Description	R/O/C	Comment
G/L account	G/L account number that identifies it in the Chart of Accounts.	R	One G/L acct .or Range
Company Code	Enter Company Code you need to display the account balance in it.	R	One Company Code or range

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2. For the “Selection using search help”:

Input:

3. For the items to be Displayed or Changed:

Note:

You have 3 options to display line items:

Open items: you can display open items to a specific date (open items means items that not yet cleared) .
Cleared items: you can display cleared items from a date to a specific date (cleared items means as example invoices paid)
All items: you can display all items (open and cleared )from a date to a specific date.

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Field name	Description	R/O/C	User action & values
Search help ID	Key that describes the search criteria	o	<G/L account description in chart of accounts>
Search String		o

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4. For the Line Items selection:

Note:

You have 3 options:

Normal items: Invoices, payments and credit memos.
Noted items: Not used.
Parked items: documents not yet posted.

5. Press the “Execute” icon, a list of Line Items is displayed.

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6. First you will find descriptions for some symbols in the screen:

7. Second you have some icons in the toolbar:

8. To Display the Line Item click on the check box then press the “Display” icon .

9. To Change the Line Item click on the check box then Press the “Change” icon .

Note :

Certain fields can be changed for each type of account.
Fields to be changed differs whether the Line Item was posted, open or cleared.

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Icon	Description	Icon	Description
	Means this item is still open.		Means this document is not yet posted.
	Means this item is cleared.		Means this document was posted.

Icon	Description	Icon	Description
	Display Document		Sum icon to make sum to specific column.
	Change Document		Subtotal icon make subtotals to specific column
	Display check information		Change layout icon used to change the columns displayed.
	Account Master Data		Select layout icon used to change the layout by another saved layout.
	Filter icon to filter by any category available.		Save layout icon used to save specific layout.
	Sort ascending		Sort in Descending Order

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1.11 Clear G/L Account:

Use

Running the clearing program can clear open items on a G/L account .This program uses predefined criteria to group together open items per account .If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.

Procedures :

1.On the “Clear G/L Account :Header Data” screen, enter information in the fields as specified in the table below:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒Clear
Transaction code	F-03

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Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

2. Press “Enter” or the “Process open items” icon. to continue

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Field name	Description	R/O/C	User action &values	Comment
Account	The number of the G/L account to have items cleared.	R	Enter in the G/L account number.	You may only clear items from one account at a time.
Company code	Up to 4-digit code in which the customer exists.	R	Can default from settings in User Parameters. The system requires that you select valid customer-company code combination.
Clearing date	Date of clearing transaction.	R	Defaults in as today’s date.	Even if you change the clearing date to a date in the past, it will assign the default date as the clearing date.
Currency	The currency of the amounts involved in the transaction.	R	Default to USD - Can default by setting editing profile.
Period	2 char identifier used indicate the period in which the posting will be placed.	R	Defaults to current period, based on the clearing date.
Normal OI Area	Indicates that only standard open items are to be taken into consideration during clearing.	R	Default is set so that only normal open items will be taken into consideration for clearing.
Additional selections Area	A series of other document selection criteria.	R	The default selection is „None‟. Click on any single selection option to limit the open item list generated.

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3. On screen “Clear G/L Account :Process open items”, double-click on the dollar amount field of the item(s )to be cleared.

4. As you select each item from the list of open items (double-click), the total amount will appear in the “Assigned” field .For an acceptable clearing transaction situation, this field must equal zero before you post the transaction.

5. Press the “Post” icon to or press (Ctrl-S)post the payment

6. A system message will appear indicating that the clearing document has been created and a system-generated number will be attributed to that document.

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7. You have four types of open items clearing :

a. Standard Clearing:

Standard Clearing means the payment amount is equal to the open item amount without any differences.

b. Partial Payment

A partial payment is a payment that is posted to an account without any open items being cleared .You assign this partial payment to an open item .When you post the partial payment, the system marks the document number of the original open item in the line item for the partial payment .The original open item and the partial payment remain open.

c. Residual items

A residual item results when a payment is made for less than the actual amount outstanding .You clear the original open item, and the system posts a new open item . This new open item is for the same amount as the original open item minus the amount paid.

d. Withholding tax

8. On the” Clear G/L Account :Process open items” screen, the “Standard” tab, make the following:

9. After entering the screen “Clear G/L Account Process open items “, by default all items activated .To deactivate all items first choose “Select all” and then “Deactivate items” .Afterwards you can choose Select and then “Activate items”, in order to select the appropriate items, which you want to clear.

10. The activated items (represented in blue writing )can become afterwards cleared, if in the field “Not assigned” contains an amount of 0, 00 or the difference does not exceed the tolerance limit for users.

11. On the “Editing Status”, the following data appears:

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Field name	Description	Comment
Number of items	Number of items displayed in the list.
Display from item	First item to be displayed on the page.
Display in clearing currency	Shows the Display Status.	<Document Currency/Local Currency>
Amount entered	Amount to be cleared.	<0>
Assigned	Total of the active items displayed.	<0>
Not assigned	Shows the difference between the amount to be cleared and the net total of the active open items selected for clearing.	Must be =ZERO

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12. In the table below there are some other options

13. Press the “Document Overview” Icon to display the document.

Note :The Clearing Document may have no line items.

14. Press the “Post” icon to post the clearing.

15. The following message appears where “100000059” is the clearing document number

16. Write down the document number for your reference.

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Icon	Description	Icon	Description
	Document Overview		Field Content Search
	Clearing Text		Find Amount
	Distribute difference		Display Gross/Net Amount
	Charge off difference		Display Currency
	Select		Activate Cash Discount
	Select Block		Deactivate Cash Discount

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1.12 Reset Cleared Items:

Use

You can reset clearing procedures for individual documents .When resetting clearing postings, the clearing data is removed from the line items (and the reversal data, where it existed, is removed from the document header .)The document changes are logged and can be displayed in the change documents .Payment history and credit limit will be corrected, when needed, after resetting cleared items in Accounts Receivable .This process will be utilized for opening misapplied payments and for reversing and reissuing credit refunds .

Procedure

1.On the “Reset Cleared Items” screen, enter information in the fields as specified in the table below:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒Accounts Payable ⇒ Document ⇒ Reset Clear Document
Transaction code	FBRA

Field name	Description	R/O/C	User action &values	Comment
Clearing document	Number of the document with which the line item was cleared.	R	Enter in the 10-digit system-assigned number .This is the clearing document or the payment number, or offset number.	Make sure that you have the information of what payment or offset is to be reset.
Company Code	Four-character identifier of the company code.	R	Enter in the company code.	Can be set as default parameter.
Fiscal year	Defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet.	R	Enter year that the cleared item was posted.	Make sure you enter the current year, otherwise it will affect the G/L reporting and upper management reports regarding.

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Notes:

Click on the “Accounts” button to view customer account number and company code.
Click on the “Items” button to view the documents you are about to reset .Place the cursor at the displayed line items and click on to view details.
Click on “Accompanying Correspondence” button to view correspondences.

2. If there is any correspondence that is currently in the queue to be printed, the system will ask you if you want to deactivate any open correspondence .You should click the „Yes‟ option.

3. Press “Reset Cleared Items” to reset the document(s.)

4. A dialog box will pop-up with 2 options :“Resetting” and “Resetting and Reverse”

5. Select “Only resetting” by double clicking on the selection box .This cancels and reopens documents cleared by payment allocation or other cleared items.

6. Select “Resetting and reverse” by double-clicking on the selection box .This will cancel credit refunds and reissue.

Notes:

If the document is involved with another clearing document, the system will generate an error message that the document is not purely a clearing document.

This error message will display the following:

Diagnosis :the system will display what other items are involved and notify you that the document will not be reset.

System response: notification that the payment cannot be reset.

Procedure :the system will give you instructions to check your data and correct your entry .It will instruct you to reset the other items to be able to reset this one.

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If the items are archived, the system will check the archives and if the document is found it will be reset .Otherwise, the A/R control clerk will have to perform the following procedure:

o If the payment is to be reset and cleared again, the clerk should utilize „Post with clearing‟.

o If the payment is to be reset and left open, the control clerk should utilize „Post without clearing‟ .The open items would then be resolved by the Credit department.

7. When selecting “Resetting and Reverse”, on the “Reversal data” box, enter the information from the table below:

Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

8. Select the in the “Reversal data” box.

9. Select the in the “Information” box to post the document.

10. Select the in the next “Information” box to complete the reset of cleared items.

11. If selecting “Only resetting” on the “Reversal of clearing document” box:

12. Click on the “Only resetting” button to reset the cleared item.

13. If resetting cleared documents that were cleared without posting, after entering the information on the “Reset cleared items” screen and selecting the “Save” button, a message will appear that the cleared documents were reversed.

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Field name	Description	R/O/C	User action &values
Reversal reason	Reason for reversing a document.	R	Enter the proper reason code based on the process you will perform.
Posting date	Date when a document is reversed.	R	Enter current date .This has to be today’s date for auditing purposes.
Fiscal year	Defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet.	R	Enter year that the cleared item was posted.

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1.13 Process Automatic Clearing:

Use

You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program uses predefined criteria to group together open items per account .If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.

Procedure

1. On “the Automatic Clearing” screen, enter information in the fields as specified in the below table GENERAL SELECTIONS area criteria can be specified as to which items to clear .

For example, you can select various company codes, fiscal years, document numbers or posting dates .If you leave these selections blank, the system will select everything .

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Periodic Process ⇒ Automatic Clearing ⇒Without Specification of Clearing Currency
Transaction code	F.13

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Input:

Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

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Field name	Description	R/O/C	User action & values
Company Code	Enter the company you need to make the clearing in it.	R	<3300>
Fiscal Year	Enter the Fiscal year of the transactions you need to clear.	R	<2012>
Document number	if you want to clear certain documents, select the numbers.	O	<Doc .No.>
Select G/L accounts	Indicator.
Assignment	Enter assignment if you need to clear special assignments (regularly not used).
Posting date	Enter posting date if you need to clear special posting dates (regularly not used).
	Assign this flag if you need to clear customers automatically.	R/C
	Assign this flag if you need to clear a special customers transactions automatically.
Special G/L Indicator- Custom	Enter special GL code.
Customer accounts	Enter customers codes you need to clear.
	Assign this flag if you need to clear vendors automatically.	R/C
	Assign this flag if you need to clear a special vendors transactions automatically.
Special G/L Indicator- Vend	Enter special GL code.
Vendors accounts	Enter vendors codes you need to clear.
	Assign this flag if you need to clear GL accounts automatically.	R/C	<Set indicator>
G/L accounts	Enter GL accounts codes you need to clear
	Assign this flag if you clear GR/IR account

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3. Under the POSTING PARAMETERS area

4. Under the OUTPUT CONTROL area

5. Choose Execute or press (F8).

6. Choose Back or press (F3).

7. Deselect the field “test run”, all further entries remain unchanged.

8. Choose Execute or press( F8) .You will perform the real run the system displays the warning :“This program run is a production run”.

9. Choose Enter to confirm the warning and to start the run.

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Field name	Description	R/O/C	User action &values	Comment
Clearing Date	The date the clearing will be effective.	R/C	Enter the relative period: i.e .End of Month-EOM.	Defaults to the current date.
Test Run	The “Test Mode” option is defaulted on the Parameter screen.	O	Run the clearing program in “Test Mode” to review the data prior to a production run.

Field name	Description	R/O/C	Comment
Detail list with error log	Allows for user to review accounts not cleared.	R	Defaults by the system.

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1.14 Automatic Clearing with Clearing Currency Specified:

Use

You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program uses predefined criteria to group together open items per account .If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.

Procedure

1.On the “Automatic Clearing” screen, the same steps as transaction “F.13”, except for the “Posting parameters” make the following entries:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Periodic Process ⇒ Automatic Clearing ⇒With Specification of Clearing Currency
Transaction code	F13E

Field name	Description	R/O/C	User action &values	Comment
Clearing date	The date the clearing will be effective.		Enter the relative period: i.e .End of Month-EOM	Defaults to the current date.
Clearing Currency	Currency for the clearing
Clearing curr . From assignment	You can specify clearing currency from assignment or enter a clearing currency
	The “Test Mode” option is defaulted on the Parameter screen.		Run the clearing program in “Test Mode” to review the data prior to a production run.

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3. Under the OUTPUT CONTROL area.

4. Choose Execute or press (F8).

5. Choose Back or press (F3).

6. Deselect the field “test run”, all further entries remain unchanged.

7. Choose Execute or press( F8) .You will perform the real run the system displays the warning :“This program run is a production run”.

8. Choose Enter to confirm the warning and to start the run.

Result

A log of the program run is provided .Per General Ledger account all groups of open items are arranged, which show the same clearing amount in the debit and credit .If the clearing criteria agree a clearing date as well as a clearing document number is indicated, under that the clearing took place.

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Field name	Description	R/O/C	Comment
Detail list with error log	Allows for user to review accounts not cleared.	R	Defaults by the system.

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1.15 Recurring Entries:

1.15.1 Recurring Documents:

Use:

Some business transactions are repeated regularly every period or quarter such as rent and insurance .SAP gives the Recurring Entry option to make this entry one time and run it every period and have the same financial effect.
The following data never change in the Recurring Entry :Posting Key – Account – Line item Amounts.
You enter the recurring data in a Recurring Entry original document and then run the Recurring Entry Program .

Procedure:

1.On the screen “Enter Recurring Entry :Header data”, enter information in the fields as specified in the table below:

Input: (PTO)

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Posting⇒ Reference Documents ⇒ Recurring Document
Transaction code	FBD1

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Field name	Description	R/O/C	User action &values	Comment
Company code	Four-character identifier of the company code.	R	Select the drop down arrow to select from the available choices.
First run on	The first day that documents should be posted.	R	Select the drop down arrow to see a calendar.
Last run on	The last day that documents should be posted.	R	Select the drop down arrow to see a calendar.
Interval in months	The number of months between the postings (run frequency).	R/C	Select the drop down arrow to select from the available choices.	Either the “Interval in months” or the “Run date“ must be selected.
Run date	The day of the month that the accounting documents should be posted.	R/C	Select the drop down arrow to see a calendar.	Either the “Interval in months” or the “Run date“ must be selected.
Run schedule	Plan which contains the required run dates for recurring entry original documents.	R/C	Select the drop down arrow to select from the available choices.
Transfer amounts in local currency	When generating accounting documents from recurring entry original documents in foreign currencies, usually only the currency fields are adopted .The local currency is calculated then according to the valid exchange rate at that time .If you want to generate documents using the historical rate, you need to set the corresponding indicator . This ensures that even local currency amounts will be adopted in the new accounting documents.	O	Select if appropriate.	This indicator may also be useful for postings made in local currency, if more than one local currency is recorded or additional currencies are used in the special purpose ledger .If this indicator exists in local currency documents, the system transfers the value date in the document header . This means that additional currencies are translated at historical rates.
Transfer tax amounts in local currency	Generally, only the currency fields are transferred when creating accounting documents from recurring entry original documents in foreign currency, and the local currency is predetermined according to the rate valid then .If, however, you want to transfer the tax amounts with the "historical rate", then you should set this indicator.	O	Select if appropriate.	When setting this indicator, also note the customizing of the company code in which this document is to be created .It can make sense, for example, to transfer the local currency amounts of the normal line items from the recurring entry original document, yet not the tax amounts, in the case of company codes which propose a separate date for the translation of the tax amounts .These are then always translated according to the current rate from the exchange rate table .If a manual rate is to be entered for the tax amounts, then this indicator should be set in order to transfer the amounts specifically . The tax rate set is then also transferred.

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Field name	Description	R/O/C	User action &values	Comment
Copy texts	By selecting this parameter the recurring entry document long texts (in the document header and line items ) are transferred to the actual documents.	O	Enter if desired
Document type	Two-character identifier of the document type.	R	Select the drop down arrow to select from the available choices.
Currency/rate	Two-character identifier of the currency used for the posting.	R	Select the drop down arrow to select from the available choices.
Translation date	Translation date for determining the exchange rate that is to be used for translation . The exchange rates are stored in the system.	R	Enter if appropriate	You do not need to enter a date unless the date in question is not the same as the document entry date.
Document header text	The document header text contains explanations or notes that apply to the document as a whole, that is, not only for certain line items.	O	Enter if desired
Trading partner BA	This field contains the business area of the trading partner .Together with the business area to which the posting is made, there is a sender/receiver relationship in each line item.	O	Enter if appropriate	This relationship enables the elimination of IC sales at business area level within business area consolidation.
Posting key	Two-digit numeric key that controls the entry of document line items.	R	Select the drop down arrow to select from the available choices.
Account	Account (vendor )which is to be posted.	R	Select the drop down arrow to select from the available choices.
Sp .G/L	Identifies a special G/L transaction (i.e., down payments & bills of exchange ).	O	Select the drop down arrow to select from the available choices.

In column “R/O/C” of above table, “R” =Required, “O” =Optional, “C” =Conditional

2. Select the Enter icon to proceed.

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3. On screen “Enter Recurring Entry :Add G/L or Vendor item”, enter information in the fields as specified in the table below

Note :This view change depending on the account entered (expense account differs from current asset account…etc.)

Input:

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Field name	Description	R/O/C	User action &values	Comment
Amount	Amount of the posting to apply to the account entered on the previous screen.	R	Enter the amount
Calculate tax	Automatically calculates tax during simulation or posting.	C	Check if applicable
Tax code		C	Enter if necessary.	Conditional based on account.
Payment terms	Key for defining payment terms composed of cash discount percentages and payment periods.	C	Select the drop down arrow to select from the available choices if entering for a vendor or customer account.	Master records have separate areas for Financial Accounting, Sales, and Purchasing .You can specify different terms of payment keys in each of these areas .When you then enter a business transaction, the application in question will use the key specified in its area of the master record.

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4. Then Press “Enter”.

5. Next screen for the Second Line Item:

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Field name	Description	R/O/C	User action &values	Comment
Bline date	Date to which the periods for the cash discount deadline and the due date for net payment refer .This is the case for line items in open item accounts. For line items in G/L accounts, the item is due immediately on this date because there are no cash discount specifications.	C	Accept proposed date or enter a different date.	If the cash discount rates (and days )have not been entered, the baseline date for payment is the same as the due date.
Days%	Period within which a payment must be made in order to take advantage of the first cash discount terms.	C	Accept proposed values or enter new values if applicable.
Text	Contains an explanatory text on the line item.	R	Enter a text manually or transfer a standard text .To transfer a standard text you enter the corresponding text variable with a prefixed equals sign =(XXXX.)	Texts with an asterisk at the first position are transferred into the line item list for the correspondence, for example, in dunning letters or payment confirmations .It is a requirement, that the field "Segment text "is present in the form for the correspondence.
Posting key	Two-digit numeric key that controls the entry of the next document line item .Use an appropriate key to reflect if the next entry will be a debit or a credit and if it will be a vendor, customer or G/L account.	R	Select the drop down arrow to select from the available choices.	Only enter if this is not the previous account was not the last.
Account	enter the balancing G/L account (s )which is to be posted for the next line item.	R	Select the drop down arrow to select from the available choices.	Only enter if this is not the previous account was not the last.
Sp .G/L	Identifies a special G/L transaction (i.e., down payments & bills of exchange ).	O	Select the drop down arrow to select from the available choices.
Trans .Type	The transaction type in Asset Accounting classifies the business transaction.	O	Select the drop down arrow to select from the available choices.

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6. Press “Overview” icon to view the document.

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Field name	Description	R/O/C	User action &values	Comment
Amount		R	*	The *represent the same amount of the First Line Item.
Value Date	Used in Bank Accounts	R

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7. On the “Enter Recurring Entry Display Overview” screen, you can see the document that is to be posted afterwards.

8. When satisfied with the results, select Document ⇒ Post or Press the “Post” icon to save the recurring entry and record the posted document’s number .

9. The following message appears where “100000059” is the document number

10. Write down the Recurring Document number for your reference.

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1.15.2 Change Recurring Documents:

Use:

Changing a recurring document is similar to changing other FI documents except that all the line items in recurring documents are open for change .The document header information on the other hand is still very restrictive for changes .Recurring document may also be access in the General Ledger, Accounts Payable and Accounts Receivable .This BPP will demonstrate on how to change a recurring document in Accounts Payable .The procedures though are very similar in Accounts Payable, Accounts Receivable and General Ledger.

Procedure:

1.On screen “Change Recurring Document :Initial Screen”, enter information in the fields as specified in the below table:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference Documents ⇒ Recurring Entry Document ⇒ Change
Transaction code	FBD2

Field Name	Description	R/O/C	User Action & Values
Company Code	Identifier of the company code to which the document was posted	R	Enter company code.
Document number	Number that uniquely identifies the document that was created for the recurring entry original document.	R
Fiscal Year	Fiscal year in which the document was posted	R	Enter the fiscal year.

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Notes:

As standard when you enter the transaction, the last posted document made by any user appears automatically .
If you know the document number that you need to change type the number direct in the “Document Number” field.
If you do not know the Document number press the following screen appears:

2. From this screen you can select documents by fields like “Document type”, “Posting date”, “Entry date”, etc and then press the “Execute” icon, a list of documents appear if found.

3. Double click the Document you want to change or press the “Choose” icon

4. Press to continue.

5. On screen “Document :Overview”, edit one or more line items by double-clicking the line item and changing the data contained in it.

To edit the document header information, select Go to ⇒ Doc .Header .You can then add or change the Reference Number and Text fields in the document header.
To edit the recurring entries data, such as the run schedule go into the Change Document overview screen and then select Goto ⇒ Recurring entry data .You may change the Next Run Date, Last Run Date, Interval in months, Run date, Run schedule, Number of runs and Delete Code fields

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6. Double click the Line Item you want to change, for example the first line item.

7. In order to change Recurring Entry Data select from the Menu Bar “Goto ⇒ Recurring Entry Data”

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Note :In case you need to delete the Recurring Document for any reason set the “Deletion Indicator” Field

8. Make the changes you need and press the “Back” button then press the “Save” button, the message

Note:

You cannot change the Document Header (Posting date, Document date, and Document type.)
You cannot change Amount and Cost Centre or Order.
You can change Text, Assignment, Terms of Payment, Base Line date, Payment Method only.

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1.15.3 Display Recurring Documents:

Procedure:

1. Perform the same steps like the previous transaction, but only for displaying not changing the Document.

2. Double click the Recurring Document you want to Display

3. Display the document and after that press the “Back” icon to go to the main menu.

4. In case you want to Display the Recurring Entry data, From “Goto ⇒ Recurring Data Entry” the following screen appear:

5. Press to exit this screen.

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference Documents ⇒ Recurring Entry Document ⇒ Display
Transaction code	FBD3

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1.15.4 Display changes in Recurring Documents:

Use:

To view the last changes that have been made to a certain document and the fields that has been changed.

Procedure:

1.On the “Recurring Document Changes :Initial Screen”, make the following entries:

2. Then Press “Enter”, the following screen appears:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference Documents ⇒ Recurring Entry Document ⇒ Display Changes
Transaction code	FBD4

Field name	Description	R/O/C	User action &values
Company Code	Enter Company Code you need to display its recurring document changes in it.	R
Document Number	The Number of the document you want to display its changes	R
Fiscal Year	The year you are working in.	R

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3. Double click the line you need to display the changes made in it, or press the “All changes” icon.

4. Display the document changes and after that press the “Back” icon to go to the main.

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1.15.5 Delete Reference Document(Recurring Entry):

Use

You can only delete recurring entry documents that are flagged for deletion .The recurring entry program automatically flags recurring entry documents for deletion if the next run date determined by the program is after the last scheduled run date .The system thereby indicates that the recurring entry document is not to be used again .You can also set the deletion flag yourself in the recurring entry document.
When you use a run schedule, the program flags a recurring document for deletion if there is no run date in the schedule which is later than the current run date .In this case the program tells you which recurring document has been flagged for deletion .You can remove this flag if, for example, you have not yet entered all run dates .Make sure you then complete the run schedule.
The recurring entry program no longer uses recurring documents, which are marked for deletion.

Prerequisite:

Recurring documents can only be deleted if they have a delete flag in the document header.

Procedure:

1.On the screen “Delete Reference Documents”, enter information in the fields as specified in the table below:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference Documents ⇒ Recurring Entry Document ⇒Delete
Transaction code	F.56

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Note :On bellow table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional

2. For the indicator “Test Run”, check if you want to run this program in a test mode, where no changes are made.

3. Then Press the “Execute” icon .

4. List of the reference documents that can be deleted is displayed.

5. Take a note with the Document Number you want to delete.

6. Press the “Back” icon and remove the “Test run” indicator.

7. Write the “Document Number” in the “Document numbers” filed and Press the “Execute” icon.

8. This following warning appears, Press “Yes” if you want to delete the document or “No” or “Cancel” if you don’t want to delete it.

9. This message appears that means “The document has been deleted”.

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Field name	Description	R/O/C	User action &values	Comment
Company code(s)	The company code(s )that contains the recurring document to be deleted.	R		This field is optional . However you should enter a company code to avoid inadvertently deleting documents in other company codes.
Document number(s)	The document number(s )of the recurring document that is to be deleted.	R
Fiscal year(s)	The fiscal year(s ), which contains the recurring document that, is to be deleted.	R
Reference document type	The document type of the recurring document that is to be deleted.	R	Input Document type as defined. i .e .D or M	D = Recurring documents M = Sample posting documents
Test run	Select the test run field to generate a list of the recurring documents that are to be deleted before the actual deletion of the documents occurs.	O

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1.15.6 Evaluating Recurring entry Documents:

Use:

You can evaluate recurring entries according to the following criteria:
Time period :To do this, enter a start and/or an end date .These dates refer to the specifications made as to the first and last run date stored in the recurring entry document.
Documents not executed
Documents to be considered in the future :To consider these documents for the next run of the recurring entry program, enter the required settlement period.
If required, you can restrict this evaluation to certain accounts.

Procedure:

1. On the “Recurring Entry Documents” screen, make the following entries:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Periodic Processing ⇒ Recurring Entries ⇒ Lists
Transaction code	F.15

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2. Press the “Execute” icon

3. The system displays a list of the existing recurring entry original documents .You can select documents that are still to be executed, and/or documents that will not be executed until the next time the recurring entry program is run.

4. The list displays the date of the next posting run.

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Field name	Description	R/O/C	User action &values	Comment
Company Code	Enter Company Code you need to view its recurring documents.	R		Mandatory
Document Number	The Number of the document you want to display its recurring entry on it.	O
Fiscal Year	The year you are working in.	R
Further Selection
Created by	The Name of the user who created the recurring documents.
Non-filled documents	If you want the recurring documents which have not yet been executed are also displayed.		Set indicator	If needed
Customer Accounts	To display customer accounts that has recurring documents.		Set indicator	If needed
Vendor Accounts	To display Vendor accounts that has recurring documents.		Set indicator	If needed
Display G/L Accounts	To display G/L accounts that has recurring documents.		Set indicator	If needed

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1.15.7 Execute Recurring Entry:

Use:

In this step you create posting documents from the recurring documents.
To create accounting documents from recurring entry original documents, you have to either run the recurring entry program or schedule it to be run .The run dates you enter in the original recurring entry documents are not sufficient to create accounting documents .You must run the recurring entry program at the appropriate intervals and specify, by entering a settlement period, which recurring entry original documents are to be included in the run.
The recurring entry program generates a batch input session .This contains the accounting documents that are to be created .After running the recurring entry program, process this batch input session to carry out the postings.

Prerequisite:

Recurring documents have to be posted.

Procedure:

2. On the “Create Posting Documents from Recurring Documents” screen, make the following entries:

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SAP Easy Access	Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Periodic Processing ⇒ Recurring Entries ⇒ Execute
Transaction code	F.14

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Note:

You will run the batch input session to affect the financial statement

2. Press the “Execute” icon, a message should appear to you “Session … was created” . This batch input session has to be processed so the actual documents are posted.

Note:

If this message does not appear, one of the following has happened:
The recurring entry original document was not created correctly.
Your selection for the recurring entry program was incorrect.
Another person has generated your recurring entry.

Process only the session that you created by yourself.

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Field name	Description	R/O/C	User action &values	Comment
Company Code	Enter Company Code you need to make the run the posting in it.	R		Mandatory
Document Number	The Number of the document you want to run the recurring entry on it.	O
Fiscal Year	The year you are working in.	R
Settlement period	Enter the date of the period you run (form day 1 to day 31)			Default but can be change
Batch input session name	Enter Batch Name which you have authority on.

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1.15.8 Running Batch Input Session:

Use

This activity runs the batch input session .

Prerequisites

A batch input session must exist or be created.

Procedure

1.On the Batch Input :Session Overview screen, select a session to process and choose Process Session ( F8).

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SAP Easy Access	System⇒ Services ⇒Batch Input ⇒ Sessions
Transaction code	SM35

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2. On the Process Session Create screen, select a mode (Display errors only is preferred, but Process/foreground and Background also work.)

3. Then choose Process or Enter.

Process/foreground :All the screens are displayed and must be confirmed with Enter
Display Errors Only :The documents are not posted in the foreground; only documents with errors are displayed, which you can correct .
Background :The documents are not posted in the foreground .Documents with errors remain in the session and can then be processed and corrected in the foreground.
Check manually whether all documents of a session were posted .You can see this in the session overview .If a session was processed in the foreground, the selection screen Session Successfully Processed displays after the posting .Confirm the selection screen with Enter.
Correct any errors that show during processing.

Result

Accounting documents are posted and recurring documents are updated with processing data (next run on and number of runs .)To display a posted document, use transaction code FBL1N.

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1.15 Closing Procedures:

1.15.1 Reports

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1.17 Frequently Used Transaction Codes:

General Ledger

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SL No	Particulars	Transaction Code
I	Document Posting
	G/L Document Posting	F-02
	Post Outgoing Payment for G/L Accounts	F-07
	G/L Account Posting - Enjoy Transaction	FB50
	Posting a Document with reference to another Document	FBR2
	Display Document	FB03
	Change Document	FB02
	Display G/L Account Balances	FS10N
	Display G/L Account Balances for Open Item Managed A/c’s	FBL3N
	Block GL Account	FS00
	Unblock GL Account	FS00
II	Document Parking
	Creation of Parked Document	F-65
	Send System Message	SO00
	Display Parked Documents	FBV0

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SL No	Particulars	Transaction Code
III	Recurring Documents
	Creation of Recurring Document	FBD1
	Change Recurring Document	FBD2
	Display of Recurring Document	FBD3
	Display changes in Recurring Document	FBD4
	Define Document Change Rules	OB32
	Delete Reference Document	F.56
	Execute Recurring Entry	F.14
	Evaluating Recurring entry Documents	F.15
	Running Batch Input Session	SM35
IV	Reversals
	Individual Reversal	FB08
	Mass Reversal	F.80
	Reversal of a Reversed Document	FBR2
	Reversal of a Cleared Item	FBRA
	Accrual/Deferral Reversal	F.81

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SL No	Particulars	Transaction Code
V	Accrual/Deferral Documents
	Creation of Reversal Reason
	Creation of Accrual/Deferral Document	FBS1
	Reversal of Accrual/Deferral Document	F.81
VI	Sample Documents
	Creation of Sample Document	F-01
	Display Sample Documents	FBM3
	Posting of a Document with reference to Sample Document (or) F-02 : From the Menu Document Post with Reference	FBR2
VII	Foreign Currencies Balances Revaluation
	Define Valuation Methods	OB59
	Creation of G/L Accounts	FS00
	Prepare Automatic Postings	OBA1
	Term Loan Receipt in Foreign Currency	F-02
	Enter Exchange Rates	OB08
�	Foreign Currency Balances Revaluation (Forex Run)	F.05

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SL No	Particulars	Transaction Code
VIII	Tax on Sales/Purchases
	Define Tax Procedures	OBQ3
	Assign Country to Calculation Procedures	OBBG
	Define Tax Codes	FTXP
	Assign Tax Codes for Non-Taxable Transactions	OBCL
�	Creation of "VAT Pool A/c" G/L Account	FS00
	Define Tax Accounts	OB40
	Assign Tax Codes in G/L Accounts	FS00
	Posting of Sale or Purchase Invoice to Check Input and Output Taxes	F-22/F-43
IX	Other Transactions
	Define Posting Keys	OB41
	Define Fast Entry Screens	O7E6
�	Display Intercompany Document	FBU3

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Accounts Payable

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SL No	Particulars	Transaction Code
I	Transactions
	Posting of Vendor Invoice	F-43
	Posting Outgoing Payment	F-53
	Posting Vendor Invoice - Enjoy Transaction	FB60
	To View Vendor Account	FBL1N
	Vendor Credit Memo	F-41
	Vendor Credit Memo - Enjoy Transaction	FB65
II	Banks (House Banks)
	Creation of Check Lots	FCHI
	Manual Check Updates	FCH5
	Display Check Register	FCHN
	Change Check Issue Date/Check Encashment Date Updating	FCH6
	Creation of Void Reason Code	FCHV
	Void Check/Unissued Check Cancellation	FCH3
�	Remove Check Encashment Date Data	FCHG
	Issued Check Cancellation	FCH8

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SL No	Particulars	Transaction Code
III	Advance Payments or Down Payments
	Down Payment Request (Noted Item)	F-47
	Down Payment Made	F-48
	Purchase Invoice Posting	F-43
	Transfer of Advance from Special G/L to Normal by clearing Special G/L a/c	F-54
	Clearing of Normal Item - Account Clear	F-44
IV	Automatic Payment Program
	Assign Payment Method in Vendor Master	XK02
	Creation of Check Lots	FCHI
	Payment Run	F110
v	Extended Withholding Tax
	Assign PAN & TAN Numbers	OBY6
	Assign Extended Withholding Tax Codes in Vendor Master	XK02
	Purchase Invoice Posting	F-43
�	Create Remittance Challan	J1INCHLN
	Enter Bank Challan	J1INBANK
	Creation of TDS Certificate	J1INCERT
	Creation of Annual Return	J1INAR

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Asset Accounting

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SL No	Particulars	Transaction Code
I	Transactions
	Creation of Asset Master	AS01
	Creation of Sub-Asset Master	AS11
	Main Asset Purchase Posting	F-90
	Sub-Asset Purchase Posting	F-90
	Asset Explorer	AW01N
	Asset History Sheet	S_ALR_87011965
	Depreciation Run	AFAB
II	Settlement of Capital Work-in-Progress
	Creation of Capital Work-in-Progress Asset Master	AS01
	Posting of Transactions (Commissioning Charges)	F-90
	Creation of Main Asset Master to which Asset Under Construction is to be settled	AS01
	Settlement of Capital Work-in-Progress	AIAB

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SL No	Particulars	Transaction Code
III	Other Transactions
	Transfer of APC Asset Values - Periodic Asset Postings	ASKB
	Reconciliation of Assets with General Ledger	ABST2
	Sale of Asset	F-92
	Sale of Asset Without Customer	ABAON
	Transfer of Asset	ABUMN
	Transfer of Asset - Inter company	ABT1N
	Scrapping of Asset	ABAVN
	Post Capitalization of Asset	ABNAN
	Manual Depreciation	ABMA
	Unplanned Depreciation	ABAA
	Depreciation Forecast	S_ALR_87012936
	Fixation of the Schedule as per the Indian Company's Act (or) Asset History Sheet	AR02

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