SAP is the world's number one ERP application.

'SAP' which is pronounced as 'S.A.P' stands for Systems

Applications and Products in Data Processing.
In 1970, 5 IBM engineers developed this software for Business
Enterprises.
SAP was released in 1972 Its head quarters is in Germany






Platform is independent SAP.
International Applicability
Functionality
Integration
User Friendliness
Realitme, i.e. you can go to the lowest piece of information.
SAP is available for almost all businesses.
90% of fortune 500 companies have implemented SAP.

SAP
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Group Company
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Company Company code
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Units Businesses Area



Nestle

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NUSA NPPC NWNA
| | | | | |
HYD BGL HYD BGL HYD BGL

The company code is the organizational unit that allows you to
structure your enterprise from a financial accounting perspective.
Any specific rules that control business processes such as payment
transactions or correspondence.
A company code should be depicted from a tax law, commercial or
other financial accounting standpoint. It usually corresponds to a
legally independent company.
A company code possesses specific information that is
important for accounting purposes.


The fiscal year variant contains the number of posting periods in
the fiscal year and the number of special periods.

In day to day life, we are following the year starting from January to December.
This is called calendar year. But while maintaining financial records, some business
organizations, maintain records from April to March, some January to December or
some in other way.
The period from which the financial records are maintained is called Fiscal year.
Hence we need to define Fiscal year as per the need of our business organization.
A Fiscal year is divided into posting periods.
Each posting period is defined by a start and a finish date.
Before you can post documents, you must define posting periods, which in turn define
fiscal year.
In addition to the posting period, you can also define special periods for year-end
closing.
In General Ledger Accounting , a fiscal year can have maximum of 12 posting periods
and 4 special periods.
Defining fiscal year is obligatory.
One fiscal year can be used by several company codes.






When defining your fiscal year, you have the following options:-
1) Your fiscal year is the calendar year
In this case, you must only select the Calendar year field.
2) Your fiscal year is not the same as the calendar year and is not year-
dependent
In this case, you first enter the number of your posting periods in the Number
posting per. field. To define your posting periods, select your fiscal year variant and
select Periods on the navigation screen. On this screen, enter the month and the day
of the period end and the period in each case.
3) Your fiscal year is not the same as the calendar year and is year-
dependent
Enter the number of your posting periods in the field Number posting periods and
select the field Year-dependent. To define your posting periods, select your fiscal
year variant and select Periods on the navigation screen. The system asks for which
calendar year your year-dependent fiscal year variant is valid. You then enter the
month and day of the period end for each of your periods, and the periods
themselves.
It is also possible to determine names for the periods of a non-year-specific fiscal
year variant. To do so, select your fiscal year variant and choose Period texts on the
navigation screen. You can specify a three-character abbreviation (Jan, Feb, Mar...)
and a 20-character long text (January, February, March).



A period within a fiscal year for which transaction figures are
updated.
Every transaction that is posted is assigned to a particular posting
period. The transaction figures are then updated for this period.

In this activity you specify for each variant which posting periods
are open for posting.
Two intervals are available for doing this (period 1 and period 2).
For every interval, enter a lower period limit, an upper period limit
and the fiscal year.
You close periods by selecting the period specifications so that the
periods to be closed are no longer contained.

a) Var (Col) : (Posting Period Variant. This describes the specifications for a posting period (for example, beginning and end). Each
company code refers to exactly one variant. Therefore, as many company codes as you require can use the same variant.
b) A (Col) : (Account Type or Mask )
+ (for all Accounts)
A Assets
D Debtors
K Creditors
M Materials
S GL
c) From Acct (col): (This field, together with the specified year, produces the beginning of the allowed posting period interval.)
d) To Account (col):
e) From Per.1 (col) :
f) Year (col) :
g) To Period (col) : (The value in this field and the specified year result in the end of the permitted posting period.)
-
k) AuGr : (Authorisation group
A posting period can be made available to only a limited set of users using the authorization group.
A posting period can be successively restricted. If, e.g. 10 users have the posting period authorization with authorization group '0001',
and 3 of these 10 users also with authorization group '0002'.
If the period is only to be accessible to the 10 selected users the authorization group '0001' is entered in the posting period variant.
Access can later be restricted to the remaining 3 users by entering '0002'.)

Chart of Accounts is a list of all G/L Accounts used by one or several
company codes.
For G/L Account, the chart of accounts contains the account number,
account name, and the information that controls how an account functions
and how a G/L account is created in a company code.
There are three types of chart of accounts.
1).Operating chart of accounts (obligatory) : The operating chart of
accounts contains the G/L accounts that you use for posting in your
company code during daily activities. Financial Accounting and
Controlling both can use this chart of accounts.
2).Group chart of accounts : This contains the G/L accounts, that are
used by the entire corporate group.
3).Country specific chart of accounts : This contains the G/L accounts
needed to meet the countrys legal requirements.

The following diagram shows the relationship among the client,
Company code, Chart of Account, Account group and GL Account.
The highest level of entity being Client followed by Company code
and chart of account, the Account group and at lowest level is the
General Ledger Master.
In order to organize and manage a large number of G/L Accounts better, they are arranged
in account group.
So when creating a G/L account, you must specify an account group.
The accounts of an account group normally have similar business functions. You could, for
example have an account group for cash accounts, one for Expenses accounts, one for
revenue accounts, and one for other balance sheet accounts etc.
The account group determines:-
The interval in which the account number must be
Which fields are required and optional entries when creating and changing master records
Which fields are suppressed when creating and changing master data.
It enables you to control the layout of screens.
Account groups for G/L accounts are based on the chart of accounts.

We will create a Salary Account which false under EXPENSES
Account Groups.
The number range for EXPENSES Account group is 4000000000
to 4999999999.
As we are creating the first G/L master in this account group, its
number will be 4000000000.
This activity control the record (document) maintenance activities of
the employees of the organization. The tolerance group defines
- the maximum document amount the employee is authorized
to post
- the maximum amount the employee can enter as a line item in
a customer or vendor account
- the maximum cash discount percentage the employee can
grant in a line item
- the maximum acceptable tolerance for payment differences
for the employee.

a) Amount per document : (Maximum permitted posting amount
per document for this user group. The posting amount is the total of
all debit items or, similarly, the total of all credit items)
b) Amount per open Item Account Item : (Maximum posting
amount permitted per customer or vendor item for this user
group. Note that the restriction does not apply to automatically
created line items , for example, during payment settlements.
c) Cash Discount per Line Item : (Maximum cash discount
percentage rate which may be assigned by an employee of the user
group. The percentage rate is checked during the entry, change and
clearing of open items.)

d) Permitted payment differences : (Payment differences to our advantage
are allowed up to the amount entered here. The amount always refers to the
local currency. Payment differences up to the amount entered here are
posted automatically by the system as increasing the profit. The system
creates line items to show this. Note :- In addition to the amount, you also
enter a percentage rate in the Percent field. The lower limit is valid. If you
only want to use absolute amounts or percentage specifications, then you
must enter the maximum value in every other field.
Note that you define these limits for your customers/vendors and your
employees. The lower limit is valid.
Example
The local currency is USD. You have entered 30 USD in the Revenue field
and 1 in the Percent field. For incoming payments up to 3000 USD, you
accept an overpayment of a maximum of 1 percent. That means, amounts
of 0 to a maximum of 30 USD are tolerated, depending on the incoming
payment amount. For incoming payments over 3000 USD, you accept an
overpayment of up to a maximum of 30 USD.


When you post items to a subsidiary ledger, the system automatically
posts the same data to the general ledger (see the following illustration).
Each subsidiary ledger has one or more reconciliation accounts in the
general ledger.
These reconciliation accounts ensure that the balance of G/L accounts is
always zero.
This means that you can draw up balance sheets at any time without
having to transfer totals from the sub ledgers to the general ledger.

You have to specify a reconciliation account in every vendor
master record.
Settings made in a reconciliation account also affect the vendor
accounts:
You can use the reconciliation account to configure the screens for
posting items to vendor accounts.
You can also use the reconciliation account to specify which
currencies you can use in posting to the corresponding vendor
accounts.


When you create a vendor master record, you are required to enter
an account group. The account group determines:
How numbers are assigned (externally by you or internally by the
system) and the number range from which they are assigned
Whether the vendor is a one-time vendor
Which fields appear on the screen and whether the user can or
must make an entry
Whether there are any other levels on which data can be retained
below the purchasing organization level (site and/or vendor sub-
range), and if so, what these are
In Customizing, you define the account groups that are to be
available.

You can create special one-time master records for vendors from which
you only order goods once or very rarely.
When you create a one-time vendor master record, you have to enter a
one-time account group. The vendor-specific fields are then switched off.
Information that the system usually provides as default data when you
create documents does not appear and has to be entered manually.
Unlike other master records, one-time master records are used for a
number of different vendors so that you do not have to create an
unnecessarily large number of master records. This is why no vendor-
specific data is stored in the master record. When you create a purchasing
document using a one-time vendor, the system automatically branches to a
master data screen for you to enter vendor-specific data such as name,
address, or bank details. This information is then stored in the document.

Enter FK01 into the SAP transaction code box


In the next SAP screen, leave the Vendor field blank. The system
will assign a number when the data is saved.
Enter the Company Code
Enter the Account group
Optional In the Reference section:
In the Vendor field, you can enter a reference Vendor if the details
are similar to the new Vendor.
In the Company Code field, you can enter the reference
Vendors company code
we will create a vendor without a reference.




There are six steps in this configuration:
Configuration for company code.
Configuration for paying company code.
Configuration for payment method in country.
Configuration for payment method in company code.
Configuration for bank determination.
Configuration for House bank.

While analyzing accounts, the user found that certain
document numbers are not appearing or are missing.
For example, number range 17 is assigned to document
type KA, which has the range 17000000001799999999
valid up to 9999.
The current status shows that the next available number is
1790000000. During analysis, the user found that
documents 17800000001780000010 are missing.
The user wants to know why document numbers are
missing.


??
There are several reasons for missing document numbers. Here are two
scenarios
for this issue:
1. One possible reason could be that these documents were initially
parked and
later deleted. In this case, those document numbers cannot be reused.
2. The documents probably dont exist. SAP solutions will set aside
numbers
for use when the system detects multiple document creation. If someone is
creating documents, the system will make available, for example, the next
10 numbers, reserving them, in essence. If the user only creates eight
documents, two document numbers will be missing.
You may use the following programs/reports to find out the reason for the
missing documents:
n Program RFVBER00 provides a list of transactions that failed
while updating the database.
n Program RFBNUM00 shows gaps in the FI number range.


The client printed 50 checks, of which 10 checks are spoiled or torn.
Now the
client wants to reprint the checks using the same APP. Is this
possible? Or do
you have to void those checks that are spoiled or torn?
There may be times when the payment run has successfully posted
payment documents and generated checks, but for some reason or
other, the
checks are not valid. In this situation, you have to void all of the
printed checks
and reprint them. To void and reprint

Follow these steps:
1. Execute transaction code FCH7 . You may navigate to FCH7 through the
payment run.
2. Execute transaction code F110 , enter the payment run ID and run date,
then
follow the menu path: Environment Check information Change
Reprint Check (t-codeFCH7).
3. Enter the following details:
n Paying company ode
n House bank
n Account ID
n Number of the check to be voided
n Void reason code
n New check number
4. Choose the path: Check Reprint from the menu.
You must follow this process in a situation where you have issued checks,
but the checks are lost in post.




The user has executed transaction code F110 to pay 50 vendors, but
he only has 20 checks left. Hence, when he ran the program, it
printed the checks with random numbers. Now the problem is he is
unable to cancel the payments, as there is no check number. How
can he reprint or cancel the checks?
The check printing program generated more checks than there are
available check numbers.


To handle this issue, follow these steps:
1. Before proceeding, ensure that you have maintained a new
check lot through
transaction code FCHI. Be sure to correct your check lot before you
do
anything.
2. In transaction code F110, enter the payment run ID and
payment run date.

To handle this issue, follow these steps:
1. Before proceeding, ensure that you have maintained a new check lot through
transaction code FCHI. Be sure to correct your check lot before you do
anything.
2. In transaction code F110, enter the payment run ID and payment run date.
3. Go to the Printout/data medium tab and place the mouse curser on variant
field against print program.
4. From the system menu, choose EnvironmentMaintain Variants as
shown in Figure 3.7.
FIGURE 3.7 Using transaction code F110
5. SAP R/3 will show the Maintain variant: XXXX screen, at the bottom of which
you will see the section shown in Figure 3.8.
FIGURE 3.8 Using transaction code F110
6. Select Void and reprint checks from payment run already printed .
This procedure will void all of the checks generated through this particular
payment program.
If you want to void and regenerate a particular set of checks, enter the check
numbers you want to void along with a void reason code.
7. Save the variant and come back to the payment run screen. Click on
to generate the desired checks.
Thank You