SAP S4 HANA FINANCE

General Ledger Accounting

 General Ledger Accounting

Index
Particulars (Topics) Page No.
Define Chart of Accounts 3-4
Assign company code to chart of accounts 5
Define account group 6-7
Define retained earnings account 8-9
Tolerance groups for G/L account 10-11
Define tolerance groups for employees 12-13
Maintain Global Parameters 14-15
Maintain controlling area 16-19
Maintain Number ranges for controlling documents 20-21
Define accounting principal 22
Maintain version 23-24
Define ledger for Co. version 25
Deactivation document splitting 26-27
Define settings for leger & currency type 28-33
Define ledger groups 34
Assing accounting principal to ledger group 34
Define cost centre 35-36
Create G/L account & cost element 37-45
General Ledger posting 46-47
Document change 48
Display of document 49-50
Balance display 51-52
Parking document 53-57
Holding document 58-61
Sample document 62-64
Document reversal 65-67
I. Individual reversal -
II. Mass reversal -
G/L fast entry 68-69

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1.Define Charts Of Accounts (OB13)
The chart of accounts in SAP is a group of GL Accounts that
controls the name of the General GL Master, the number of GL Master
and some control information. In other words, the grouping of G/L
accounts forms the framework for recording accounting transactions
in a structured way.
The chart of account (CoA) is one of the most important
structures in business. It reflects all the activities a business is
involved in and it provides a foundation for the majority of financial
and management reporting. Correct use of the chart of accounts can
both simplify operations and improve decision making capability.
Step 1) Enter Transaction code SPRO in the command field

Step 2) In the next screen Select SAP reference IMG

Step 3) In next screen “Display IMG” navigate the following menu path
: SAP Customizing Implementation Guide -> Financial Accounting >
General Ledger Accounting -> G/L Accounts -> Master Data ->
Preparations -> Edit Chart of Accounts List

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Execute >New Entries>Chart of Account>

Enter > Save.

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2.Assign Company Code to Chart of Account (OB62)

Path:-SPRO>SAP Ref IMG>Financial Accounting>General Ledger

Accounting>Master Data>G/L Account>Preparation>

Execute>Click on Position>Search Company Code>

Enter > Save.

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3.Define Account Group (OBD4)

Account Groups

Chart of accounts contains different types of G/L accounts and

these can be in hundreds depending on the company's requirements.
So in order to manage and control a large number of G/L accounts in
SAP, they are arranged in Account groups. While creating a G/L account
accounts group has to be specified.

Path:- SPRO>SAP Ref IMG>Financial Accounting>General Ledger

Accounting>Master Data>G/L Account>Preparation

Execute>New Entries>Fill Charts for Account Group

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Enter > Save.

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4.Define Retained Earning Account (OB53)

Retained Earnings Account is used to carry forward the balance

from one fiscal year to the next fiscal year. You can assign a Retained
Earning Account to each P&L account in the chart of accounts (COA).
To automatically carry forward the balance to the next fiscal year, you
can define P&L statements as per COA and assign them to the retained
earning accounts.

How to define Retained Earnings Account?

Path:- SPRO>SAP Ref IMG>Financial Accounting>General Ledger

Accounting>Master Data>G/L Account>Preparation

Execute>

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Continue>

Enter > Again Enter> Save.

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5. Tolerance group of G/L Account (OBA0)
Different GL tolerance groups are defined using T code OBA0. GL
tolerance group is assigned to individual GL account master data. If
tolerance group is left blank then by default these limit are applied to the
entire open item managed GL account in the company code.

What are tolerance groups? What are the different groups relevant in FI?
Tolerance groups are used to limit authorization on the transactions
that could be posted. Tolerance groups could be defined for: 1.
Employees 2. G/L Accounts 3. Customers / Vendors
Path:-
SPRO>SAP Ref IMG>Financial Accounting>General Ledger
Accounting> Business Transaction> Open item processing> Clearing
difference

Click Define Tolerance Groups for G/L Accounts>Execute>New

Entries

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Enter>Save.

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6.Define Tolerance Group of Employee (OBA4)
Path:-
SPRO>SAP Ref IMG>Financial Accounting>General Ledger
Accounting> Business Transaction> Open item processing> Clearing
differences

Click on Define Tolerance Groups for Employees>Execute>New

Entries

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Enter > Save.

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7.Maintain Global Parameters (OBY6)

Path:-

SPRO>SAP Ref IMG>Financial Accounting>Financial Accounting

Global Setting>Global Parameters Company Code>Enter>Global
Parameters>Enter Global Parameters

Execute>Click on Position>Search Company Code>Double Click On

Company Code>Select Keys Mention in below Picture>

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Enter>Save it.

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8.Maintian Controlling Area (OKKP)

Path:-

SPRO>SAP Ref IMG>Controlling> General

Controlling>Organisation>Maintain Controlling
Area>Execute>Double Click on Maintain Controlling Area>

Click on Maintain Controlling Area>

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Double Click on Maintain Controlling Area>New Entries>

Save It>Show warning Message>

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Click on Yes and Continue>Save.

Double Click on Assignment Company Code>New Entries>

Enter Company Code>Enter>

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Select Company Code>Double Click on Activate Components/Control
Indicators>New Entries>

Enter>Save it.

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9.Maintain Number Ranges for Controlling Document (KANK)

Path:-SPRO>SAP Ref IMG>Controlling> General

Controlling>Organisation>Maintain Controlling Area>Maintain
Number Range for Controlling Document>

Execute>

Copy

Fill in Controlling Area>Click on Copy>

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Enter>Save it.

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10.Define Accounting Principle

Path:-

SPRO>SAP Ref IMG>Financial Accounting>Financial Accounting

Global Setting>Ledgers>Parellal Accounting>Define Accounting
Principle>

Execute>New Entries>

Enter>Save it.

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11.Maintain Version[Use Standard Version]Controlling Version (OKEQ)

Path:-SPRO>SAP Ref IMG>Controlling> General

Controlling>Organisation>Maintain Version>

Execute>

Select 0 Plan/Actual Version >Select Row>

Double Click on Setting for Each Fiscal Year>

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Enter >Continue>New Entries>

Enter >Save it.

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12.Define Ledger for CO Version

Path:-

SPRO>SAP Ref IMG>Controlling> General

Controlling>Organisation>Define Ledger for CO Version>Execute

Click on Define Ledger for CO Version>New Entries>

Enter>Show Warning Message and Continue>Save it.

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13.Deactivate Document Splitting

Path:-

SPRO>SAP Ref IMG>Financial Accounting>General Ledger

Accounting>Business Transaction>Document Splitting>Execute>

Execute>Dobule Click on Deactivation Per Company Code>

Click on Position>Search Company Code>

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Continue>Select Inactive Check box

Save it.

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14.Define Settings for Ledger & Currency Types: Currency Type
[FINC_LEDGER]

How to define currency types in SAP S/4 Hana

The following are the standard currency types that are available in
this IMG activity
00 – Document Currency
10 – Company Code Currency
20 – Controlling Area Currency
30 – Group Currency
40 – Hard Currency
50 – Index-Based Currency
60 – Global Company Currency
70 – Controlling Object Currency
You can define currency types in SAP S/4Hana by using the following
configuration steps
IMG Menu Path: SAP Customizing Implementation Guide > Financial
Accounting > Financial Accounting Global Settings > Ledgers >
Ledger > Define Settings for Ledgers and Currency Types
Step 1: Execute transaction code “SPRO”
Step 2: Choose “SAP Reference IMG”
Step 3: Follow the menu path and execute the IMG activity “Define
settings for ledgers and currency types”.

Click on Define Settings for Ledger and Currency Types>

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Execute>Select 0L Row and Double Click on Currency Conversion
Settings for Company Code>

New Entries>

Select>Save> two times click on back>Again Select 0L

Ledger>Double Click on Company Code Settings for the
Ledger>Continue

Click on New Entries>

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Fill in Information>Accounting Principle (IFRS)>Scroll Down
Right>Click on Add Currency Option>

Fill information below window>

Enter>Show Warning Message and Continue >Click on Yes>

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Double Click on Accounting Principle for Ledger and Company Code>

Click on New Entries>Take the Accounting Principle below>

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Enter>Save>two time back >

Again click on Define Settings for Ledger and Currency Types>New

Entries(Create Non-Leading Ledger)>

Double Click on Company code Settings for the Ledger>New

Entries>Search Company code and Enter>

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Enter >Save>Double Click on Accounting Principles for Ledger and
Company code>

New entries>Search Company Code>Enter

Enter>Save it.

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15.Define Ledger Group

In this point Automatic Create Leading and Non Leading Ledger in

Group.

16.Assign Accounting Principle to Ledger Group

Path:-Financial Accounting > Financial Accounting Global Setting >

Ledger> Parallel Accounting> Assign Accounting Principal to Ledger
Accounting>

Execute> New Entries>

Enter and Save it.

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17.Define Cost Center (KS01)

Path:-

SAP Menu>Accounting>Controlling>Master Data>Cost

Center>Individual Processing>Create>

Click on Create>

Controlling Area and Click on Continue>fill in Information below this

image>

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Enter and Fill information mention below Picture>

Enter and Save.

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18.Create G/L Account and Cost Element (FS00)

General Ledger (G/L) accounts are used to provide a picture of

external accounting and accounts and to record all the business
transactions in a SAP system. This software system is fully integrated
with all the other operational areas of a company and ensures that the
accounting data is always complete and accurate.

How to Create a New G / L Account?

You can use the T-code FS00 to centrally define a G/L account.
Refer the following below window>

In the field G/L Account, enter the account number of G/L account and
the company code key and click the Create icon as shown in the following
image:-

Click on FS00-Centrally>Click on Create>

1.Reserve and Surplus

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Enter G/L account No. and Company code>Enter>Continue

Click on Control Data>Select Balance in Local Currency Only Chek box

and Enter Sort Key refer the following image>

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Click on Create/Bank/interest and take field status Group>

2.Equity Share Capital

Click on Create and fill information below image>

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Click on Control Data>

Click on Create/Bank/Interest/

Enter>Save.

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3.Bank Account

Click on Types and Description>

Click on Control Data>

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Click on Create/Bank/interest>

Enter and Save.

4.Cash Account

This Account Same as above Bank Account only change account number
200110 and other information same as above Bank Account and Enter
and Save.

5.Rent Account

Click on Create>Type/Description>

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Click on Control Data>

Click on Create/Bank/interest>

Enter and Save.

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6.Office Expenses

Right Click on Rent Account and Select Copy>Change G/L Account

Number>400301>

Enter>Show window and Click on Type/Description>

Change Short Text and Long Text and other information same as above

Rent Account and Save.

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7.Petorl Expenses

Click on Type/Description>

Change Short Text and Long Text and other information same as above

Rent Account and Save.

8.Telephone Expenses

Click on Create and Types/Description>

Change Short Text and Long Text and other information same as above
Rent Account and Save.

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19.Genral Ledger Posting (FB50/F-02)

Path:-

SAP Menu>Accounting>Financial Accounting>General Ledger>Document

Entry>Enter>Double Click on G/L Account Document>

Execute>Switch Company Code>Enter Company Code>Continue>

Above image in Document Entry Posting >Enter and Click on Simulate>

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Click on Save and Post Entry>After You get document Number.

All Expenses Document Entry Posting below image (Multi Expenses Entry
Posting>

Fill Above information and Fill Text>Enter Cost Centre only for Expenses
Account and for Amount Copy take (*) for Amount Calculate>Fill Value
Date For Bank Account Only>and Post Document>Simulate Entry below
this image>

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Simulate Entry after Click on Save or Post Document>and Get Document
Number>

20.Document Change (FB02)

Path:-SAP Menu>Accounting>Financial Accounting>General

Ledger>Documents>

Execute>Click on FB02-Change>

Take whatever the Document You want to change and make changes.

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21.Display of Document(FB03)

Path:- SAP Menu>Accounting>Financial Accounting>General

Ledger>Documents>

Take Document Number, Company Code and Fiscal Year. Then Press
Enter>

And Show Display Document >

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22.Balance Display(FAGLL03)

Path:-SAP Menu>Accounting>Financial Accounting>General

Ledger>Document>Line Item>

Execute>

Give G/L Account Number, Company Code, Fiscal Year> then Click on

Execute(F8)>and Here You can see Accounts Balance>

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23.Parking Documents (F-65)

A parked document in SAP is a document saved but not yet

posted to general ledger accounts. Parked documents can be edited.
SAP puts a limit on the fields that can be edited in a parked document.
SAP document parking allows dual control of the document hence
dual principle can be applied. Two separate users can be involved in
the processing of a document. The first user will park and then the
superior will verify and post.

The document parking functionality can be used in accounts

payables, accounts receivables and general ledger accounting. In this
tutorial, we are going to illustrate using accounts payables but the
concept is still the same for accounts receivables and general ledger
accounting.

Example

An Accountant has an authority to post documents to a maximum

amount $2000. Now he has to feed a document with an amount of
$5000 for which he does not have the authority.

SAP FI provides a Park Facility for the document which allows the
user to save the document but the amount is not posted in the G/L
accounts.

This allows to review the document later reviewed by a higher

authority Personnel who has appropriate posting amount
authorization. Once approved, the document is posted in the G/L
accounts.

How to park a G/L document posting?

To hold a G/L document posting, you can use the T-code FB50, and
enter the following details –

Path:-Accounting >Financial Accounting >General Ledger>Document

Entry>F-65-General Document Parking>

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Execute>Click on F-65-Genral Document Parking>

Enter>

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Enter>

Enter and Parked Document>

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Display Parked Document(FBV3)

Execute>Enter Company Code>Fiscal Year Click on Document List>

Take company code and Fiscal Year Click on Execute button>

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Here you can see all Parked Documents.

We can delete or Post Parked Documents.

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24.Holding Document (SE-38)

Sometimes a user is called for an urgent meeting in the midst of

posting a document. He or she can use the document holding functionality.
This allows the user to save what has been entered temporarily for further
processing later.

Path:-We can use T-Codes for this configuration.

Step 1:- Run Programme RFTMPBLU>T-code(SE38)>Execute T-code

in Command field

4.Select Execute button 1.Enter Programme Name.

2.Select Source Code

3.Click on Display

Select No Termination for read Error and Click on Execute Button>

Step 2:- Creation of Hold Document

T-Code F-02

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Enter>

Enter>

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After Click on Document >and Document Hold follow below
information>

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Click on Hold>and give a any number for Temporary Document
Number>

Click on Hold Document>Save it> Show Held Document Number>

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25.Sample Document (F-01)/(FBN1)

Step1:- Define Number Range Interval for number Range X2

T-Code FBN1>

Search Company code and Click on Intervals>

Maintain Number range for X2 then Save it.

Step 2 :-Creation of Sample Document(F-01)

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Execute>

Enter>

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Enter >Click on Save>Post Document>

Step 3:- Posting of Transaction by Copying Sample Document (F-02)

Click on Post with Reference>

Press Enter again Enter if you want to make any change double click
on account number make whatever the change you want to make then
save it.

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26.Document Reversal (FB-08)

Go to the SAP Easy access screen and choose accounting

financial accounting general ledger Document Reverse Document
Reverse individual Reversal or Mass Reversal. Alternatively, you can
enter the (FB08) transaction in the search field. Enter the document
number, the company code, and the fiscal year (optional).

A) Individual Reversal

Path:-

Execute>Click on FB08-Individual Reversal>

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Fill information follow above information and after>Click on Display
Before Reversal>

Click on Change and Post it.

B) Mass Reversal (F.80)

Path:- Accounting>Financial Accounting>General Ledger>Document

>Reverse > Mass Reversal >Click on F.80-Mass Reversal>

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Execute>

Take Company code and Fiscal Year>Then Click on Execute>

To Reversal all Document at a time Click on Reversal Documents>

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27.Fast Data Entry (F-02)

Path:- Accounting>Financial Accounting>General Ledger>Document

Entry>General Posting>

Execute>Click on F-02-Genral Posting>

Click on G/L item fast Entry>

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Value Date Mandatory for Bank Account and Cost Centre must be
expenses account >Click on Save and post it>

Document was posted.

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