SAP FICO (EPISODE - 31) !!!

Nilkamal: - Yeah, absolutely perfect. Thank Manoj. Now as we are ready with two liability related accounts and one asset related account, we will learn about how to post a transaction or how to do a G/L entry in SAP FI module? The path for G/L transaction is:- SAP Easy Access -> Accounting -> Financial Accounting -> General Ledger -> Posting -> General Posting F – 02 -> Select ‘F4’ button and press ‘F2’ button to get the current date, which will be used as Document Date -> Select ‘SA’ as Document Type -> Give Company Code as ‘RBT’ - > ‘Posting Date’ will be the current day date -> ‘Period’ will be the current month period -> ‘Currency’ will be in ‘INR’ -> In the 1^st Line Item, the ‘PstKey’ will be 40 and the ‘Account Number’ will be ‘200000’ -> Enter ‘Field status’ as ‘G005’ -> Press ‘Enter’ button -> Enter ‘Amount’ as say ‘350000’ -> Press F4 and then press F2 -> In the next line item, enter ‘PstKey’ as 50 and Account No. as ‘100100’ -> Text of Field status is optional here but still enter ‘G001’ -> To balance debit and credit, enter ‘Amount’ as ‘*’ and ‘Text’ as ‘+’ -> Press ‘Enter’ button -> Go to Document in Menu Bar -> Select ‘Simulate’ button -> You can see the transaction ‘SBI A/C …To Share Capital A/c’ -> Press ‘Save’ button -> It displays a warning message ‘There is no line item category assigned to account 200000’ .

Dulal: - Sir, why there is a warning message? And why there are two line items in a single G/L entry?

Nilkamal: - Any transaction should have a minimum of two line items. One is for debit and the other one is for credit. And that warning message can be solved. For that you need to follow these steps:- SPRO -> SAP Reference IMG -> Financial Accounting -> General Ledger Accounting (New) -> Business transactions -> Document Splitting -> Activate Document Splitting -> Double click on ‘Deactivation for Company Code’ tab at left panel -> Select ‘Position’ key -> Give Company code ‘RBT’ -> Press ‘Enter’ button -> Select ‘Inactivate’ -> Press ‘Save’ button -> The message displays ‘Document was posted’. Now, once this activation of document splitting is done, you don’t need to do it again for the next G/L entry. This activation will remain for all the settings now. As it is the first G/L entry, that’s why, it displayed this warning message.

Suhash: - Sir, how can we view a document or a G/L account after doing several G/L entries?

Nilkamal:- To display a document, you need to follow the path :- SAP Easy Access -> Accounting -> Financial Accounting -> General Ledger -> Document -> Display FB – 03 -> Give Document No. as ‘1’ -> Company Code will be ‘RBT’ -> Enter ‘Fiscal Year’ as ‘2009’ -> Press ‘Enter’ button. Basically the transaction code in this case is ‘OBA7’. Always remember that for all credit items, there is a ‘-‘(negative) sign at the right side of the amount. Now, to view a G/L account, you have to follow the path:- SAP Easy Access -> Accounting -> Financial Accounting -> General Ledger -> Account -> Display balances FS-10N -> Give Account Number ‘200000’ -> Company Code as ‘RBT’ -> Fiscal Year as ‘2009’ -> Press ‘Execute’ button or press F8. To view the debit or credit side of an account, always double click on the concerned side because we selected line item display to see the details from index table only. Also to view the details of the document, select ‘Document Overview’ button on the Application Toolbar. Now, you people take a lunch break for 30 minutes and come back after that.