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.

Other
If 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).

Purpose of One Time Vendor / Customer in fi

What is the treatment of one time customer / vendor accounts in SAP?

One time customer / vendor accounts in SAP means they are account groups for customer/vendor and where in only the general data of the customer / vendor are stored instead of maintaining the bank data and other company code data that are relevant for other account groups which are useful for long run purposes.

As you know everything that is entered in SAP is saved in some TABLE. Now the customer & vendor master is such a table which holds vast amount of data.

The business secenario where the vendor or customer which are being in system only for 1 transaction, it is not advisable to have all the data maintained in main master.

Therefore SAP has provided with the feature of One time vendor / customer wherein in the document entry stage only you have to enter the name, addres and other details of the vendor/customer.

The data, as far as I know' remains at doc level and does not goes to master tables.

Steps for Calculation of Arrers/Item Interest in fi

Here are steps for interest calculation:

1. Define terms of payments:
T.code: OBB8
path: img ->fin. accting -> AP AR :-> Business transactions :->outgoing invoice and credit memo :-> maintain terms of payment

2. Define Interest Cal indicators / type:
T.code: ob46
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation global settings :-> define interest cal types
here in int cal type select 'p' for int cal on line items

3. Make Interest Indicator Available to Interest Run Program:
T.Code: ob82
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation global settings :-> prepare int. on arreas

4. Create Reference Interest Rate:
T.code: OBAC
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation :-> interest calculation -> define reference interest rate

5. Assign interest indicators to ref. int rate or define time dependant terms:
T.code: ob81
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation :-> interest calculation -> define time dependant terms
here in sequnece # always use 1 for line item interest

6. Interest calculation account assignment:
Here we will mention how and which accounts the interest program should post.
T.code: obv1
path: img ->fin. accting -> AP AR :-> Business transactions :-> interest calculation :-> interest posting -> prepare interest on arreas calculation (customers)

Vendor Information System in fi

Purpose

The financial information system enables you to evaluate the general ledger, accounts receivable, and accounts payable application areas. The function of the financial information system is to analyze this extensive database online and display the information on the screen in an easy-to-read form.

You should be aware that update of the information system occurs automatically every week with a system job. The user does not have to initiate this himself.

You can find more information about this process under .

Process Flow

You can find the data for this process under .

Due Date Analyses for Company Codes

Entering an Invoice in a Foreign Currency

Refreshing Data in the Information System

Displaying the Currency Analysis

Displaying Overdue Items

Saving Menu Paths

Additional Process Information in fi

Within the accounts receivable and accounts payable information system, you can quickly analyze individual operational areas as often as you require. You can evaluate, among other things, payment history, DSO, or aging reports.

The information system comprises various evaluations that are updated on a weekly basis. This enables you to analyze the payables for the IDES company from various viewpoints. Every figure can be tracked down to the document level. We explain here how you analyze due dates, items in foreign currency, and overdue items.

Data Used During This Process in fico

Field	Europe	North America	Description
Company code	1000 IDES AG	3000 (IDES US)	Model company code
Country	Germany	USA	Model country

Due Date Analyses for Company Codes in fico

1. Call up the transaction as follows:

Menu Path	Information Systems ® Accounting ® Financial Accounting ® Accounts Payable ® Reports for Accounts Payable Accounting ® Vendor Balances ® Vendor Information System
Transaction Code	S_ALR_87012077, FBL1, FK10N

2. In the reporting tree, choose Due Date Analysis ® Evaluation by Company Code ® For Group.
3. Choose 800 IDES- ALE: Central FI Syst.

A list of the open items in the IDES group is now displayed. Totals are displayed according to international subsidiary and due date.

4. Select IDES AG.
5. Choose .

The system displays a dialog box showing an aging report for the selected company.

6. To display the list for the next company code, choose .
7. Choose .

You now want to check how the IDES AG payables are made up for vendors.

8. Double-click an item, for example IDES AG for Germany, or IDES US Inc. for North America.



If the open items have been cleared, no balance is displayed. Now enter some invoices in Accounts Payable accounting.

All vendors are displayed. Sorting is carried out based on the amount of the total liability.



Here, you can also display the due date list of the individual vendors (place cursor on vendor and choose .

To end display, choose .

9. To display a list of open items, double-click on a vendor.

The due date of the individual items is displayed.

10. Choose Environment
® Display Balances.

The system displays the monthly balance for the selected vendors.



The system can only display balances based on fiscal years. If no transactions occurred for the corresponding year, the system displays the Vendor Balance Display: Initial Screen. Select the year for which you require information.

11. Choose until the overview tree appears.

Entering an Invoice in a Foreign Currency in fico

Use

In the following procedure you post a vendor invoice in a foreign currency, so that you can process a currency analysis.

Note that you should not post your invoice in MM but rather directly in FI. This makes it easier to post backdated invoices.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Document Entry ® Other ® Invoice - General
Transaction Code	F-43

2. Enter the following data:

Field	Europe	North America
Document date	15.03.2001	15.03.2001
Document type	KR	KR
Company code	1000	3000
Posting date	15.03.2001	15.03.2001
Currency	USD	EUR
PstKy	31	31
Account (Vendor)	1560	4940

3. Choose .

The system tells you that your posting is in the past.

4. Choose .
5. Enter the following data:

Field	Europe	North America
Amount	12,000.00 (Gross amount inclusive of taxes on sales/purchases)	12,000.00 (Gross amount inclusive of taxes on sales/purchases)
Calculate tax	Select	Select
Tax code	V9	I0
Bus.area	9900	9900
PstKy	40	40
Account (revenue account)	415000	415000

6. Choose .
7. Enter the following data:

Field	Europe	North America
Amount	*	*
Tax code	V9	I0
Cost center	1000	1000

8. Choose .

The amount in local currency is displayed in the field Amt in loc.cur. Translation occurs according to the exchange rate valid at the time of posting.

9. Choose .
10. Make a note of the document number.
11. Choose until the overview tree appears.

In the Exit Editing dialog box, choose Yes.

Refreshing Data in the Information System in fico

Use

You should be aware that update of the information system occurs automatically every week with a system job. However, to analyze the data immediately, you have to select refresh manually.

Procedure

1. Call up the transaction as follows:

Menu Path	System ® Services ® Jobs ® Job Overview.
Transaction Code	SM37

2. Enter the following data:

Field	Data
Job name	Job-Woche-Kredi
User name	*
Job start condition From	Empty
Job start condition To	Today’s date

3. Choose Execute.
4. Select the first job that has been released or finished.
5. Select Job
® Repeat Scheduling.
6. In the dialog box, choose Immediate.
7. Choose .

The job has the status ready.

8. Select until the job is finished.

The period until the job is finished varies according to system utilization or volume of data.

9. Choose until the overview tree appears.

Displaying the Currency Analysis in fico

1. Call up the transaction as follows:

Menu Path	Information Systems ® Accounting ® Financial Accounting ® Accounts Payable ® Reports for Accounts Payable Accounting ® Vendor Balances ® Vendor Information System
Transaction Code	S_ALR_87012077

2. In the reporting tree, choose Currency Analysis ® Evaluation by Company Code ® For Group.
3. Choose 800 IDES- ALE: Central FI Syst.

The system displays a list containing the total (in foreign currency) of open items for each international subsidiary. The values are displayed in the currency (here EURO) that is displayed in the header.

The historical total is the total of open line items based on the exchange rate stored in the document. The current total is the total of all open line items based on the exchange rate valid on the day of the evaluation.

4. Position the cursor on IDES AG for Germany or IDES US Inc. for North America and choose .



If the open items have been cleared, no items are displayed. Now enter some invoices in Accounts Payable accounting.

The system displays the payables according to the:

- Amount in foreign currency

- Historical amount (local currency amount based on exchange rate valid at posting date)

- Current amount (local currency amount based on exchange rate valid at date of the report)



Note that you can also double-click on the individual international subsidiary to drill down to the individual vendors. You can also double click to drill down to the individual line items.

5. Choose until the overview tree appears.

Displaying Overdue Items in fico

1. Call up the transaction as follows:

Menu Path	Information Systems ® Accounting ® Financial Accounting ® Accounts Payable ® Reports for Accounts Payable Accounting ® Vendor Balances ® Vendor Information System
Transaction Code	S_ALR_87012077

2. In the reporting tree, choose Overdue Items ® Evaluation by Company Code ® For Group.
3. Choose 800 IDES- ALE: Central FI Syst.

This list contains the interest calculation numerator, the number of days overdue, as well as the total amount of overdue items.



The interest calculation numerator is a value that consists of two components: The number of days overdue and the overdue amount. The days in arrears are weighted with the corresponding overdue amount, and vice versa. The interest calculation numerator provides better information about the extent of payment delay than do the overdue amount or the days overdue themselves.

Interest calculation numerator =

Amount x Days overdue / 100

At the company level, the interest calculation numerator is the total of the interest calculation numerators for each document.

4. Double-click on IDES AG for Germany or IDES US Inc. for the USA to display a list of all overdue items (sorted by interest calculation numerator) and their corresponding due dates.



If the open items have been cleared, no items are displayed. Now enter some invoices in Accounts Payable accounting.

5. If you want to take a closer look at an individual document, select the respective line by double-clicking it.
6. Choose until the overview tree appears.

Saving Menu Paths in fico

Use

If you always call up the same analyses in the Accounts Payable Information System, you can save the menu path. In this example, we will use the path for displaying overdue items.

Procedure

1. Call up the transaction as follows:

Menu Path	Information Systems ® Accounting ® Financial Accounting ® Accounts Payable ® Reports for Accounts Payable Accounting ® Vendor Balances ® Vendor Information System
Transaction Code	S_ALR_87012077

2. In the reporting tree, choose Overdue Items ® Evaluation by Company Code ® For Group.
3. Choose 800 IDES- ALE: Central FI Syst.
4. Choose Goto ® Access Path.
5. Choose .

The system informs you that the access path has been saved for your user name.

6. Choose until the overview tree appears.
7. Call up the Vendor Information System with a double-click.

Note that the system automatically uses the menu path that you have just saved.