Financial

- Master Data -

MASTER
DATA

GL
GL

AP

AR

G/L ACCOUNTS

VENDORS

CUSTOMERS

Master Data
Describes items or objects used in a
business such as accounts, materials,
vendors, customers
The information usually remains unchanged
over an extended period of time
Each master data record is unique in name
or number

G/L Master Records

A master record must be created for every
G/L account
Business transactions are posted to G/L
accounts
Line items are displayed by G/L account
Account number 100000 Bank Account
Account number 300000 Accounts Payable

G/L Master Records

Contains data that controls:
how data is entered
how data is processed

Specifies the type of account:

Balance sheet
Income statement

Balance Sheet Accounts

Assets
The dollar values of what
you own:
Cash
Receivables
Plant & Equipment
Inventory

Balance Sheet Accounts

Liabilities
The dollar values of what
you owe:
Payables
Bank loans

Balance Sheet Accounts

Equity
The difference between
total assets and total liabilities
Includes Retained earnings
Net income on past periods

P & L accounts
Revenues
The amount obtained by the sale
of goods and services to customers:
Sales

P & L accounts
Expenses
Amounts given up to produce the
revenue:
Salaries
Selling expenses
Administrative expenses
BUY OUR
PRODUCTS

P & L accounts
Contain an identifier for the Retained
Earnings account
At fiscal year end, the P & L accounts are
closed to the Retained Earnings account

G/L Master Records

Contains Chart of Accounts information
Contains Company Code information
GL account
Chart of Accts

GL account
Company Code

G/L Master Records

Chart of Accounts
information

Account number 100000

Chart of accounts

G/L account number

G/L account name
Balance sheet account
P&L statement acct type
Account type: Balance
Account group
sheet or Income Statement
Account group: Info that
controls creation of the
master record in the
company code

Account Group
Identifier that controls which fields must
be entered when the account is created
Can determine a valid number interval
for the G/L account
Must be created before creating G/L
master records - configuration data

Account Groups
Chrt/accts
CHRT
CHRT
CHRT

Acct group From acct

BS
PL
RA

100000
400000
110000

To account
399999
999999
310000

Description
Balance sheet
P & L accounts
Reconciliation

Account Group BS

Control
Administration
Document entry
Financial specifications
Interest calculation
Joint venture

Control

Suppress Req. entry Opt. entry Display

Currency
Tax category
Reconciliation account

Chart of Accounts info

Account number 100000
Chart of accounts CHRT
Short text
G/L acct long text
Balance sheet account
P&L statement acct type
Account group BS

G/L Master Records

Contains Company Code information
Account Currency
Tax Category
Reconciliation Account for Account Type
Open Item Management
Line Item Display
Field Status Group

Account Group BS

Control
Administration
Document entry
Financial specifications
Interest calculation
Joint venture
Control
Display

Suppress

Req. entry

Currency
Tax category
Reconciliation account

Account control
Account currency
Tax category
Recon. acct for acct type

Account management
Line item display
...

Opt. entry

Company Code Information

Account Currency
You can specify the currency in which the
account can be posted

Local currency = post to account in any currency

Default currency
Transaction figures are always updated and displayed in
local currency
System also stores the amounts in any posted
currencies

Company Code Information

Account Currency

Foreign currency = post to account in foreign

currency only
Transaction figures and the account balance are updated
in both the local currency and the specified foreign
currency

Company Code Information

Tax Category
You specify the type of tax on
sales/purchases (input or output tax) that can
be posted to the account
If a G/L account is not tax relevant, do not
make a specification in this field

Company Code Information

Open Item Management
Indicates that the account requires clearing

The matching of debits to credits with the purpose

of closing an item
Clearing accounts such as the Goods Receipt/Invoice
Receipt account

You can only archive documents if all line items

are cleared

Company Code Information

Line item display
Select if you would like to view all the debit
and credit detail for this account

When posting items to such accounts and

displaying line items, additional storage space and
system time are required

Account number 100000 Bank Account

Company code CC00
Period
C/f bal.
1
2
...

Debit

Credit

DC bal.

10,000.00
25,000.00

1,000.00
15,000.00

9,000.00
10,000.00

Doc. no.
2000000000
2000000001
2000000010

DT
SA
SA
SA

Doc.date
01/15/00
01/15/00
01/28/00

Curr.
USD
USD
USD

Balance
50,000.00
59,000.00
69,000.00

Amount
5,000.00
1,000.00 5,000.00

Company Code Information

You should not use line item display for the
following accounts:

Reconciliation accounts
Accounts that have a summation function and
are analyzed by another application, such as
the accounts "Revenue" and "Stock"
Output and input tax accounts, since tax
information is required only in connection with
the document

Company Code Information

Sort key
Necessary when Line Item display is selected
Determines the field that will be used to sort
the line items

Posting date
Document date
Cost center

Company Code Information

Reconciliation account
Accounts receivable, Accounts payable,
Assets

When you post to an account in the sub-ledger, the

system automatically posts to the corresponding
reconciliation account
The general ledger is automatically updated

Reconciliation Account
Customers Sub-ledger
Customer1
1000

Customer2
Accounts
Receivable
3000

Reconciliation Account

2000

Reconciliation Account
Vendors Sub-ledger
Vendor1
3000

Vendor2
Accounts
Payable
8000

Reconciliation Account

5000

Company Code Information

Field status group
An identifier which controls which fields
appear on a G/L document which uses this
account - configuration data

Fld status group Text

ZEXP
ZGBS
ZREV

Expenses
General Balance Sheet
Revenue

Field status variant 0001

Group ZGBS - General Balance Sheet
General data
Additional account assignments
Materials management
Payment transactions
Asset accounting
Taxes
...

G/L account posting

G/L account 100000 Bank
Company code CHRT
Item 1/Debit entry/40
Amount

Master record
Account number
Company code

Asset
Purchasing doc.
Value date
Allocation
Text ?

100000
CHRT

Document entry control

Field status group ZGBS

Field status group ZGBS

General data
Suppress
Allocation number
Text
Invoice reference
Hedging
Collective invoice

Req. entry

Opt. entry

GR/IR account
Purchase Requisition

No Impact on Finance

Purchase Order

Integration MM- FI
Goods Receipt

Via Automatic Account

Assignment

Inventory
Dr
$150

Cr

Expenses
or

Dr
$150

Cr

GR / IR
Dr

Cr
$150

GR/IR account
Invoice receipt

Payment

GR/ IR

Vendor/AP

Vendor/AP

Dr

Dr

Cr

Dr

$150

$150

$150

Cr

Cr

Cash
Dr

Cr
$150

Exercises
22. Assign Company Code to Field
Status Variant
23. Copy G/L Accounts to company Code
24. Create General Ledger B/S Account
25. Create General Ledger
Reconciliation Account (Accounts
Payable)
26. Create General Ledger GR/IR
Account
27. Run GL Accounts Report