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PBAK SAPMPAP0 Recurring Tasks: Print Labels
Friday, February 29, 2008
Tuesday, February 26, 2008
FI, Vendor Master Data Archiving: Proposal List
Tick the General Master Records to let the system check whether record can be archived.
Tick FI data
Tick Detail log
The rest Untick to let the system check all the FI and MM links.
Do not archived if there are still open items.
Description
Program SAPF058V allows you to automatically set archivable vendor master data for archiving. The same checks are carried out as with archiving.
Firstly a proposal list is issued. You can set and save the archive flag in this list.
If the program is started in the background, the archive flag is set automatically for all archivable data.
Archiving itself is only permitted for master records where the archiving flag is set. If a proposed archivable data record is to actually be archived, the archiving flag must be set.
You can restrict the quantity of master records to be checked by selecting :
- Vendor numbers
- Minimum number of days in the system
- Company codes, if FI data is to be considered
- Purchasing organization, if MM data is to be considered
System criteria (see below)
Requirement
Program modes
The program can be run in three different modes:
1. Only general data is set for archiving (A segments)
2. Only application-specific data is set for archiving (B segments)
3. General and application-specific data is set for archiving
Check whether data can be archived
Mode 1: The A segments selected must be set for archiving, and no dependencies to B segments may exist. For example, no company code data may exist for a vendor if the general data is to be archived.
Mode 2: The application-specific data must satisfy the relevant application criteria:
FI: Company code data is archivable if no special G/L figures or transaction figures and no open
or cleared items exist. In addition, the archive flag must be set at company code level.
MM: Purchasing organization data is archivable if the archive flag is set at this level.
Mode 3: The A or B segments selected must be set for archiving. The A and B segments of a record are deleted if the archive flag is set in the A segment. The B segment only of a record is deleted if the archive flag is set in the B segment (in this case, the A segment is only copied to the archive). In addition, the application-specific data must also satisfy the criteria from mode 2.
The A segments are archived if all of the dependent B segments are archived and the vendor is not referred to anywhere else. If this is not the case, the A segments are copied into the archive.
For all modes: Vendors cannot be archived if they are referred to on a general/company code level from other vendors (for example, financial address or alternative payee). This check can be deselected however (use the field "FI link validation off") if you know that all the vendors that refer to the first vendor are to be archived in this or a following run.
Output
According to the selection, a list of the general and/or application- specific data that can be archived is output. You can change and save the archive flags in the list.
If "Vendors that cannot be archvd" is set on the selection screen, the non-archivable data is also listed with the reason that it could not be archived.
A warning may be issued for the general data: In this case, the A segment record was not deleted from the database, instead, it was copied to the new archive. This can lead to different versions of the a vendor in the database and the archive and must be noted for future reloads. Usually, a warning or an error in the general data can be explained in more detail with the help of the
application-specific details.
If the archive flags are saved from the first list, or if the program is started in the background, a second list is output. All of the successful and failed updates of the archive flags are listed here.
OtherIf you are starting this program for the first time and you want to carry our the FI link validation (standard setting), you have to start program SAPF047 first, in order to generate the validation information (table KLPA).
Deactivation of Depreciation
Deactivation of Depreciation
We have a scenario wherein Fixed Asset is no longer in Use but not yet retired.
We require that the system should stop calculating Depreciation from the date/month from which the Asset is not in Use.
Is there any setting for that.
In the time-dependent screen of the asset master record, there is an option for asset shutdowns. Create a new interval and mark the asset for shutdown. If you don't have this setting, otherwise select this option from spro.
You can avoid depreciation on asset by putting the standard depreciation key of '0000', but be sure before you put it because once you put it I dont think it can be changed to the earlier state.How should I change legacy asset accumulated depreciation?
How should I change legacy asset accumulated depreciation?
Due to inconsistencies between GL and AA Accumulated Depreciation, you tried using transaction AS92 but the field Accum Deprecitaion is in Gray (display only).
It give a message Transfer Date XX.XX.XXXX is earlier than the last day of previous year
Check the transfer date in the IMG. Legacy data transfer is normally performed at the end of a previous fiscal year or within a current year. For example: if the trasfer date is set to 6/30/2001 and I'm in fiscal year 2003 [fiscal year 2002 is already closed], I will get the same message " Transfer date is earlier than last day of previous year - the previous year meaning 06/30/2003 and transfer date set 06/30/2001. Check to ensure that you want to transfer at the end of a fiscal year. If not, you have to change the trasfer date which is already set-up in the system. Once the transfer date is corrected, the accumulated depreciation field is open for changes.
In this case the transfer date is on 31/8/02. Last day of previous financial year is 30/01/02. Current depreciation has been posted to this asset (from 30/9/02 onwards) but I need to change the accum depreciation on 31/8/02.
I have encountered this problem before. These are the steps that I did:
(1) Always assume AA figure is correct as AA is very controlled system and sub-ledger. Should whatever posted in AA will be posted to G/L. But in G/L , we can always do the adjustments.
(2) Compare program RAGITT01 (click posted depr.) and RFBILA00. Check for accumulated depreciation accounts.
Then, do the adjsutments below:
(3) TCode ABF1
DR/CR Accumulated depr
(Transaction code: 500)
DR/CR Depr. expense
(Cost center needed)
Is there a quick way to change items previously expensed to a cost center into a fixed asset?
Is there a quick way to change items previously expensed to a cost center into a fixed asset?
First create asset master record thru' AS01 with the necessary cost center. Then go to TCode F-02
DR Asset number
(Transaction type: 100)
CR Expense acct
(Cost center)
Fiscal year and controlling area
Fiscal year and controlling area
Can I have a company code with fiscal year january to december and another company code with fiscal year april to march in the same controlling area?
If so, does the period "mapping" happen automatically?
As per Sap standards, if one has to assign more than one company code to a controlling area, then for all the company codes should have the same fiscal year and the same chart of accounts.
One cannot assign more than one company code to a controlling area with different fiscal year.How do you set a default cost center and/or internal order per business area through OKB9?
How do you set a default cost center and/or internal order per business area through OKB9?
On 4.6x and above enter the cocd and account and select the account assignment detail field as 2 (Business area is mandatory).
Select the line you just entered and click on the left side of your screen "detail per business area/valuation area".Can EBS post to a cost center and income statement G/L Account?
I am trying to post directly to a cost center instead of using a clearing acct. The clearing acct is determined via user exit and acct modifier.
How would I post directly to a cost center?
Please see OSS note 494777 and 155596 for explanation of the function exit_rfebbu10_001 (enhancement FEB00001) for EBS processing... You might also want to reference OSS note 0124655 that describes supported functions of the EBS...
We use a custom "Z" table (this data is treated as transportable configuration) that contains our cost center values for posting to P&L accounts processed in EBS... this table supplies the values in the user-exit (above)...Recurring invoices
Recurring invoices
Is there a functionality for posting recurring AP invoices? Like a process that could run daily and post invoices with certain parameters? What configuration steps need to be undertaken?
Use FBD1 to create the recurring document and F.14 to run the recurring entry program.
OBC1 is likely the only config required...this is used to set up the run schedules.
Is there a way to use this daily? it looks like that it for monthly process (in FBD1 you specify one date per month to be run at).
If you config the run schedule to be daily it will run on a daily basis ...take a look at OBC2...
After setting up the process, will it automatically generate Batch Input session daily, or one per month on the specified date, or it has to be triggered by the F.14 transaction by a user?
You can get the basis guy to help you. They can define jobs to schedule to run F.14 daily. If you have the required authorization, you can do it with transaction SM37WIZ, F.14 is tied to program 'SAPF120'.Cancel a proforma Invoice
Several users created proforma invoices referenced to a sales order. Now we need to delete the order but because a subsequent document (proforma invoice) exist, we cannot delete the sales order. Does anyone know how to get around it?
If you want to cancel a proforma invoice, goto Tcode VF02, enter your proforma invoice number.
Click on the menu (1st menu item).
Then confirm.
After you confirm the proforma invoice, the status of the proforma invoice will become Cancelled.Substitution in Accounting Document
I have configured the automatic payment processing. But I am faced with a problem in that I want the cheque number that is created, in the assignment (allocation) field of the payment document so that I can use it in Bank Reco and clearing.
I think I can used Substitution rules.
Substitution rules can be written for any fi doc getting created.
The Creation of rules are very user friendly.
In IMG path is financial accounting global setting - documents - line items - define substitutions
OSS notes Substitutions/Validations 42615 and 100261 and 20637 are helpful.
Sap Help documentation is available. But substitution is fairly easy. Just go as per the steps and you will get it.
I do not know how you are going to get the check number from. I tried to see whether it is available in any table but couldn't find it.
RFCHKU00This is a readymade program available from 4.0c onwards to copy
check number in assignment /ref. field.
Transaction : MR11 - GR IR Clearing Account Maintenance
You use GR/IR account maintenance if you have open items on the GR/IR account that you do not expect to be able to clear against a GR/IR in the future. E.g. you have a GR-entry on the account and you know that an invoice will never be booked for the purchase order.
It is a good transaction to clear the Gr/IR balance. It puts a debit/credit to the original account assignment which makes the adjustments a lot easier.
It can be problematic when the PO relates to stores stock as it can make the closing store value go to zero which then in turn gives you problems with costs to work Orders. It also can be a problem if the account assignment has been subsequently closed.
Best advice is to run MR11 as often as possible, at least monthly.What is Controlling Area and Cost Center?
What Controlling is all about?
Controlling precedes CCA
The controlling area is the highest organizational level within CO. It must exist before Cost Center Accounting (CCA) can be used. A controlling area will be created on a one-to-one basis with the company code created in FI. This does not facilitate cross-company code accounting in CO. In order to facilitate cross-company code accounting, more than one company code is usually assigned to the controlling area.
Note the difference between cross-company code accounting and intercompany accounting.
Cross-company code accounting involves the allocation of costs across cost centers (or responsibility centers) existing in different company codes within CO. Intercompany accounting involves the recording of intercompany receivables and
payables in FI.
There are several factors considered when determining whether one or more controlling areas will be used. The major factors considered are whether cross-company code accounting is desired, and whether more than one chart of accounts is needed at the controlling area level. In addition, currency issues may also be considered.
Step 1 : Create Controlling Area:
Menu Path
IMG:Controlling > General Controlling > Organization >
Maintain Controlling Area T-Code : OKKP
On the "Choose Activity" pop-up window select the activity "Maintain Controlling Area" by double clicking on the corresponding line.
On the Change View Basic data: Overview screen: Click on the
On the "New Entries: Details of Added Entries" screen: Click on the
On the resulting Pop-up, enter your Company Code
Hit
Note that the selection of this option has brought in a large number of Company default values to the input screen.
·CoCd -> CO area choose "Controlling area same as company code" from the pull-downmenu (click on the little icon at the very end of the row).
·CCtr std. Hierarchy STD_01 (say)
Hit
A pop-up box will come up with Standard Hierarchy STD_01 does not exist. Should system STD_01 be created as a standard hierarchy
Click
Click on the
On the Change View Basic data: Overview screen:
Select the line containing the newly create CO area
Double click on the "Activate components/control indicators" line (in the window on your right)
On the Change View Activate components/ control indicators
Details screen, enter:
Click on the
· Fiscal year from Current year
· Cost Centers Component active (choose from the pull-down menu)
Other components will be activated in later exercises
· Select "Cost objects" by clicking on the check box
· Select "All currencies" by clicking on the check box (it may already be checked by default).
[Enables Controlling for all currencies]
· Select "Variances" by clicking on the check box
Click on the
Click on the
Note: You are also able to set Cost Center Accounting active and specify the respective settings through the following menu path: IMG > Controlling > Cost Center Accounting > Activate Cost
Center Accounting in Controlling Area.
On the Change View Basic data Overview screen:
Double click on the "Assignment of company code(s)" line (in the window on your right)
Click on
Enter your company code or select it from the pull-down menu and hit
company name
Verify that the correct company code is pulled into the table.
Click
Go back to the IMG.
Step : 2 : Maintain Number Ranges
In CO, number ranges can be assigned to groups. This makes the process of creating number ranges more efficient by allowing several types of transactions to use the same number range.
IMG:Controlling > General Controlling > Organization > Maintain Number Ranges for Controlling
Documents T-Code : KANK
Now you need to define the Number Ranges for transaction group Useg values should for the FOUR groups for which number ranges will be assigned:
Text for Group Name From To Current
Number Number Number
Planning Transaction
Actual Transactions
Periodic Postings
Interface
On the Number Ranges for CO Document screen, enter:
·Controlling Area your controlling area
Click on the
On the Maintain Number Range Groups screen:
Scroll down and ensure that all available CO transactions are listed as Not assigned
Use the Menu Path: Group > Insert
On the Insert Group Pop-up window:
Enter the data for a Group from the Data parameters table above
Hit
Repeat this block of instructions until all FOUR groups have numbers assigned
Now Assign transaction types to each Group
To complete this , the following values should be used for the FOUR groups for which transactions types are to be assigned:
Planning Actual Transaction Periodic Interface
Transaction Transaction Posting
On the Maintain Number Range Groups screen:
Move to the area of Not assigned transactions
Double click on a targeted transaction to be selected. It will change color once selected.
Select all of the transactions to be assigned to a given group.
Move to the area listing the Groups.
Click on the
Click on the
Repeat this block of instructions until all FOUR groups have had their transactions assigned.
Click on the
After the above go to Cost center Accounting
What's a Cost Center ?
They are buckets where costs can be captured ie an organizational unit wherein it defines the location of cost incurrence.
Now you go to Master Data and create the following :
1. Cost Center Hierarchies:
>Standard Hierarchy
Menu Path:Accounting > Controlling > Cost Center Accounting > Master Data > Standard Hierarchy >
Change
>Functional Cost Center Group
2.Cost Centers
>For Production, Process, and Non-Production etc
Menu Path:Accounting > Controlling > Cost Center Accounting > Master Data > Cost Center >
Individual Processing > Create
Menu Path:Accounting > Controlling > Cost Center Accounting > Master Data > Cost Center Group > Create
3.Primary Cost Elements:
>By definition, must correspond to previously established G/L expense accounts.
Primary cost elements in CO mirror P&L accounts set up in the FI module (general ledger). They are used as the vehicle to transfer costs from the FI module into CO. If there is no primary cost element set up for a specific P&L account on the general ledger, the costs will not flow to CO.
For this reason, in practice, all P&L accounts on the general ledger are usually set up as primary cost elements in CO.
IMG:Controlling > Cost Element Accounting > Master Data > Cost Elements > Automatic Creation of Primary and Secondary Cost Elements > Make Default Settings
4.Secondary Cost Elements:
>Primary for allocation
Secondary cost elements do not necessarily mirror G/L accounts created in FI. They are created and used solely in the CO module to facilitate the movement of costs within CO (allocation, settement, etc.).
Menu Path:Accounting > Controlling > Cost Center Accounting > Master Data > Cost Element > Individual Processing > Create Secondary
5.Activity Types:
Activity types represent cost drivers in CO. They can be used as a basis for cost allocations within the CO module.
Menu Path:Accounting > Controlling > Cost Center Accounting > Master Data > Activity Type > Individual Processing > Create
See Activity groups also
6.Statistical Key Figures:
> say Number of employees
> Square meters if you want to allocate say floor space
Statistical key figures represent static data in the CO module. They can be used as a basis for moving costs in CO (allocations, etc.) when actual data or activity type data is not available or too difficult to obtain.
Menu Path:Accounting > Controlling > Cost Centers > Master Data > Stat. Key Figures > Individual Processing > Createsee Statistical Key figure groups also.
Sunday, February 24, 2008
Settting up the FI Validations
Settting up the FI Validations
You can use additional validation to supplement the existing SAP logic to fit you into your businness needs.
For e.g. to allow postings from company code 0001 to business area AA only.
GGB0 - To maintain the validations
Validation - Enter a validation name e.g. VBUS
Applicaion Area - SAP module e.g. FI
Calling Point - Dependent upon the application area that is selected.
e.g. Validation step 0010001 - Document Header - validate enteries at document header, e.g BKPF table 0002 - Line Items - check line item entris within a document, e.g. BSEG table 0003 - Complete Document - check settings for the whole documents.
Allowed company code '0001' to post to business area AA only. 'FI00' checks that line item is from FI.
If checks failed, the error message number 14 is displayed to stop the transaction.
Prerequisite
Check
Message
Type E No. 14 - Business Area not allowed for company 0001
Output fields 1 - BSEG - GSBER 2 - BSEG - BUKRS
3 - 4
OB28 - Define Validations for Posting
CC CallPnt Validation Description Activtn Level
0001 2 VBUS Business Area Validation 1
Activtn Level - 0 - Not Active 1 - Activated 2 - Activated for all except batch input
GGB4 - Manage the activation of all validations in the SAP system.
Guide for Testing SAP Financial
TESTING
Unit Testing
When you test every single document is called unit testing.
String Testing
One transaction full activity is called string testing . For example Vendor invoice, goods received and vendor payment.
Integration Testing
It is purely with other modules and we have to check whether the FI testing is working with other related modules or not.
Regression Testing
Testing for whole database. Bring all the data into another server and do the testing is called regression.
UAT
When we test any particular document with the user and if it is ok immediately we have to take the signature on the document, which is signed off and can be forwarded to the immediate boss. There are some steps to be followed when we go for user acceptance testing.
Transaction – Script Writing – Expected Results – Compare with Actual Results
TPR (Transaction Problem Reporting)
While doing the user acceptance testing if we get any problems then there are some methodologies to be followed according to the company’s policy and normally as a tester we always need to write on Test Script itself.
Key Features
Understanding the business scenarios
Organization Structure to incorporate the tune of the script.
Preparation of test scripts
Execute and record results to see if it is fine before going to approval.
Make changes to your test script if required.
What is Test Script (Scenario Testing)
Header Data
Step in Process
Transaction Code / Program (FB60)
Menu Path
Description
Field Data and actions to complete
Expected Results
Actual Results
TPR
Closing Period
F.19 Clearing GR/IR Account
F.13 Adjustments GR/IR Account
Using of these above two accounts will help us in clearing the balances and adjustments to those respective clearing accounts so that the GR/IR account will be zero balance and the balances will appear in respective reconciliation accounts accordingly the balances will be carried forwarded to next fiscal year.
GR/IR Clears the following Documents
GL Document
Customer Documents
Vendor Documents
Assignment Field is important in any document (ZUONR), Amount (DMBTR)
Foreign Currency Valuation
Lowest Value Method, If we are in loss then only we will account for it.
GL Accounts which are important in Testing
Enjoy Transaction - FB50
Normal Transaction - FB01
Document Parking - FV50
Post with Clearing - F-04
Incoming Payment - F-06
Outgoing Payment - F-07
Document Related
Reset Cleared Items - FBRA
Parking Document Posting - FBVO
Reversal Documents - F-14
Company Code Clearing A/C
(Trial Balance purposes) reversal - (FBUB)
Clearing Account
Partial clearing Invoice - 100 - Open Item
Paid - 70 - Open Item
Balance - 30
In Partial Clearing you can see 100 and 70 are cleared line items and 30 as balance and if it is in Residual you can only 30 as balance as it creates new line item and you can’t see the other cleared line items.
As no company will use residual clearing as it affects on ageing reports.
Open Items in Foreign Currency in all Modules GL/AP/AR - F.05
Master Data
Company Code
Currency
Only Balances in local currencies
Reconciliation Account Type
Year End Scripts
Re Grouping Receivables / Payables - (F101)
Bad Debts Provisions – Scripts
We assume that the customer has not paid at the end of the year you doubt whether this receivable will ever be paid. So you make a transfer posting for the receivables to an account for individual value adjustments using special GL Indicator E and Transaction Code F-21
Carry forward Balances
Sub Ledgers and General Ledger balances to be forwarded to next Fiscal Year
Accounts Payables
Vendor Down Payments
Invoice
Parking
Reversal
Outgoing Payments
Automatic Clearing
Manual Clearing
Advance (Down Payment)
Post with Clearing
Post without Clearing
Reset Clearing
Carry forward
Regrouping
Foreign Currency Valuations
Accounts Receivables
Customer Down Payments
Invoice
Parking
Reversal
Incoming Payments
Manual Clearing
Advance (Down Payment)
Post with Clearing
Post without Clearing
Reset Clearing
Carry forward
Regrouping
Foreign Currency Valuations
Sunday, February 3, 2008
SAP Transaction Code(TCode) For G/L: General Ledger from Doc.File
F.11 SAPMS38M G/L: General Ledger from Doc.File
GR/IR Clearance Account in SAP system
GI/IR clearing account is value based or quantity based?
Please find details for the GR/IR Clearance account in SAP system:
GR/IR Clearing Account Maintenance
Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance on the GR/IR clearing account.
- If the quantity invoiced is larger than the quantity received, the system then expects further goods receipts for this purchase order to clear the balance.
- If the quantity received is larger than the quantity invoiced, the system then expects further invoices for this purchase order to clear the balance.
You can also clear differences for delivery costs. If no more goods or invoices are to be received, you must clear the balance manually. This can be done in different ways:
- You can return the extra goods to the vendor.
- You can cancel the invoice and post a corrected invoice or a credit memo for the surplus posted quantity.
- You can clear the GR/IR clearing account manually.
Maintaining the GR/IR Clearing Account
The GR/IR clearing account is usually cleared at the end of a period or fiscal year for that order items that no further goods receipts or invoices are expected for.
1. Choose Logistics -> Materials Management -> Logistics Invoice Verification -> GR/IR Account Maintenance -> Maintain GR/IR Clearing Account.
The GR/IR Account Maintenance screen appears.
2. Enter data as required on this screen in the Document header data frame.
3. In the Selection frame, you choose various selection criteria for the transactions for which you want to post the differences are available for the following selection fields. You maintain them in the user master.
4. Choose the processing type:
- Automatic clearance
- The Automatic clearance function is intended for processing in the background.
Choose Program -> Execute in background.
- Prepare list
- Choose Execute.
- The selection screen appears.
5. On the selection screen, the individual purchase order items that have quantity variances and match your selection are now listed. Select the order items that you want to clear.
6. Clear the GR/IR clearing account for the selected purchase orders by choosing List -> Post clearing.
Account Maintenance Document
Document that displays the quantities of the debit or credit of a material in GR/IR clearing account maintenance.
If you clear quantity differences between the goods receipt and invoice receipt for a purchase order using account maintenance, the system produces an account maintenance document.
You can branch from the account maintenance document to the following accounting documents, assuming that they exist:- Accounting document
- Profit center document
- Special ledger document
- Material ledger document
SAP Step By Step and What is Credit Limit Check
By Allabaqsh
Follow these steps:
1. Go to IMG - enterprise structure - definition - financial accounting - define credit control area.
2. Assignment of company code to credit control area & sales area to credit control area.
3. Go to OVAK select ur sales document type and in the check credit column choose from A B or C. D is for automatic credit control for which you have to maintain the credit group and risk categories.
4. In FD32 you select your customer and click on STATUS icon and press enter. here u maintain the credit amount allowed. but this is done by the Finance people.
5. Now when you create the sales order and if the amount exceeds the credit limit then u will get the message as you maintained in the TC OVAK. Normally the system starts doing credit checks from the second sales.
order.
What are the different types of credit checks?
By Sunilmadho
Credit Check can be :
1) Simple Credit Check
2) Automatic Credit Control
Automatic Credit Control can be at various levels :
1) Order
2) Delivery
3) Goods Issue
Automatic Credit Check is of many types :
1) Static
2) Dynamic
3) MaximumDocument Value
4) Maximum Open Items in percentage
5) Oldest Open Item in number of days
6) Crtitical fields change
7) Highest dunning level, etc.
You can create more.
Credit Check happens only in SD module, never in FI. Because the stage of the check is in the sales cycle, which exists in SD. FI guys will check the credit master sheets of the customer, the MIS, the analysis etc, review the credit limits of customers. But the check will happen only in SD, while creating order, delivery or doing the goods issue.
Friday, February 1, 2008
SAP Transaction Code(TCode) For Export Objects to cFolders
CFE02 CFX_BI_BOM_EXPO Export Objects to cFolders
SAP Transaction Code(TCode) For Export Documents to cFolders
CFE01 CFX_BI_TAB_TO_C Export Documents to cFolders
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