David Burns SAP* General Ledger (FI-GL): Tasks and Transactions © Rheinwerk® Bonn + BostonWhat You'll Learn With this E-Bite, you'll learn how to perform your tasks in SAP General Ledger (FI-GL). Master journal vouchers, credit memos, reversals, park- ing, reference documents, and more. Then explore transactions and reports you can use to troubleshoot G/L account issues. 1 Journal Vouchers 5 1.1 Document Entry bocce eee 6 1.2 Post, Park, Save as Complete, and Hold - bees 10 1.3. Tree Display .. 0.0... eee eee eee eee veveeees 20 1.4 — Using Screen Variants and Account Assignment Templates .. sevevee BB 1.5 Controlling Document Entry with Editing Options 29 1.6 Post with Reference ....... bee ccc ee ees 38 2 Post with Clearing 2.0.0.0... 0c cee eeeeeeeeeeeeeee eee 45 3 Resetting and Reversing Documents .............00000005 51 4 Changing and Displaying Documents ..............0e0e ee 60 5 Relationship Browser ..........0.0.0ceeeceeeeeeeeeee es 66 6 Reference Documents ..........0.200eeeeee eee eeeeee es 67 6.1 Account Assignment Models . wee foe 68 6.2 Recurring Documents 71 6.3 Sample Documents . . 76 7 Account Displays .... 80 7.1 Account Balance fet eeeeeeveeteseeees 84 7.2 Account Line Items ........ bocce ee eeeee, 83 8 Reports and Queries 86 9 What's Next? 904 Journal Vouchers This E-Bite covers not only the creation of a G/L document but also asso- ciated G/L functions, such as document display, change, reverse, park, and more. Creating a G/L accounting document is straightforward, but it is only one of many associated tasks that have to be completed in the G/L module by the accounting department. Posting credit memos, making document cor- rections, clearing accounts, and reconciling balances are just some of the additional functions that have to be performed by accountants in SAP G/L. Some of the transactions covered in this E-Bite, such as the creation of accounting documents, are tasks you are likely to perform on a daily basis. Other transactions, such as document reverse, are executed less fre- quently. This E-Bite can be revisited repeatedly as a reference point for less frequently used transactions and can provide you with an overall refresher on the G/L module. Our goal is to provide you with the full gamut of SAP G/L capabilities so that you can choose the right tool for the task at hand. Let's start by discussing why this section is titled "Journal Vouchers.” Journal vouchers are accounting documents that consist of line items with- out a subledger entry (i.e., customer, vendor, or asset) that are created directly in the G/L module. In SAP terms, a journal voucher refers to G/L accounting documents entered via Transaction FB50. To create a journal voucher in SAP using Transaction FB50, you must enter document header details (e.g., posting date) and at least two line items that net to a balance of zero. This seems straightforward, right? In fact, it is. However, small complications can get in the way of your ability to perform such a simple task. For example, in the middle of entering an accounting document, you might be whisked away to a meeting by your boss, or while entering a document line item, you might notice that a field you need to enter is not on the entry screen.Journal Vouchers This following sections cover the G/L document creation process, which includes document entry, park, post, save as complete, and hold tasks. They also cover the Transaction FB50 tree display, screen variants, account assignment templates, editing options, and the post with refer- ence task, all of which provide valuable insights to help you be more pro- ductive and organized in the G/L module. 414 Document Entry To enter a G/L account document, use Transaction FB5O or application menu path ACCOUNTING + FINANCIAL ACCOUNTING * GENERAL LEDGER + Document ENTRY + FB50—ENTER G/L Account Document, as shown in Figure 1. Double-click FB50—ENTER G/L AccounT Document from the menu path, or enter "FB50" in the Commann field (as shown in Figure 2) and press (Enter). ‘SAP Easy Access: BED Actemu BRP + + Beutel sina jdm Deemer eee Dr. Genera Pear (2 FROIL - Ete Gone Besng for Ledge Group + DAVID. Edt oc PHL GIL Docent + rve0.- kG Acaunt Ceeument fr Ledger owe : ‘nerd Cocurert ing ost wth dearg snecmea Parents ‘ugar Parmerts (a os Pert Figure 1. Transaction F850 Menu PathJournal Vouchers | 1 [Fors ES Evemtes Om Seton Hoe @ B eee Bmw aBos Figure 2 F850 in Command Field The ENTER G/L Account Document entry screen will appear (Figure 3). The fields that appear on the header with prepopulated values may vary depending upon your system configuration and editing options. In this example, the DocuMENT Date field was manually entered, whereas field values defaulted for the CURRENCY, PostING Date, DocUMENT TyPE, and- Company Cope fields. Document type configuration determines if field entry is required in the REFERENCE and Doc.HEADER Text fields. In this example, these fields are not required for document type SA. Enter G/L Account Document: Company Code 1000 Breen CUsonpzy cade ick Alsmute Ges Pexracoters | (eases owt arcu Iforiton 1 | cocmertoate (eei/20i8) caneny E] Teed | mos ate 77012015) eae a a) | coca To eed. | cccurare ise sal Gk axa cea e.00 uD Camps Code 1000 X02 Company coo tens (sen vat stndxc) Bs.glen ofc arantndcan Tet Costeanter Crt Figure 3. Transaction F850 Entry Screen After entering header details, the next step is to enter at least two line items, as shown in Figure 4.Journal Vouchers | 1 Enter G/L Account Document: Company Code 1000 Brmon Gaonesvccce Gres Rismuse Bist Zcatnacorrs Ps Anau nomaten ceamentoine /OVEIS) crerey BH] Toul omg oste 67/01/2035) f 30.08 uso steenes Dac iesoa Tet ona. Senamet Type a] GA cant doormat (coer Code 1000. HV Company coo 2s (en Vata Stead 1) Se.cec fortes Oc omertnacon tee corey On = Ffg{iines ecmsen 3 am Bs Resigns sew [ z is Figure 4 Transaction F850 Entry Screen Line Items Here, the line items make up a cash movement between petty cash and a bank account. Because both G/L accounts are balance sheet accounts, only the G/L Account, Desrt/Crepir INDICATOR, and Amount fields require input. However, your SAP system may have additional field entry requirements. After entering document line items, click the SIMULATE button in the top center of the ENTER G/L AccouNT Document entry screen to initiate sim- ulation of the G/L document posting logic in order to determine if the document can be properly posted. If the simulation is unsuccessful, an error message will appear. If successful, the DOCUMENT OVERVIEW screen appears, as shown in Figure 5. Once simulation is complete, click the Post button @ to the right of the command field in the upper-left-hand corner of the screen. This will post the journal voucher, and a message will appear with the new document number, as shown at the bottom of Figure 6.Journal Vouchers | 1 [F coametowvey ek GoD sate eto sb e148 CGe@ FH DDHD BE OB | OSE Cent ara | Dre He Gee Barts FATH Stor Se BPARTGe O Doe, Bape rapunr owe 3000, Fsacah Year 018 Esieaeee Toe © Figure 5 Transaction F850 Document Overview Screen TF peowent Est Goto Sts Satine Ewemen Suton sb e+ 468 Cee Gm ODaD OE OB ‘cavoaw Cade 1000 XYZ Conpany oxo, Bs. cha StatTec Of¢ anomthdcam, Tata asians (Bosc rent 10000548 was pasted n canary case 040 a Figure 6 Transaction F850 Document Posted MessageJournal Vouchers | 1 1.2. Post, Park, Save as Complete, and Hold This section describes the different ways to create G/L accounting docu- ments: post, park, save as complete, and hold. All are universal concepts in Fl and therefore are not unique to journal vouchers and Transaction FB50. However, the discussion of their use is confined to journal vouch- ers in this section. Post Posting a journal voucher was covered in its entirety in Section 1.1. A posted document is a G/L document that is considered complete, pro- duces a G/L accounting document number, and updates the G/L account balances. Once a document is posted, the only way to reverse its impact on the G/L account balance is to reverse the document. Reversing G/L documents is covered in Section 4. Park Document parking is a function that allows you to save a G/L document without impacting G/L account balances. This may be necessary if the document is incomplete or if further edits, data validation, or document approval is required prior to posting. Because parked documents are considered incomplete, they can be changed or deleted. When parked, these G/L documents do not update transaction figures and G/L balances. Moreover, a parked document does not go through the extensive entry checks performed on posted docu- ments. Parking only checks whether data exists. To enter and park a G/L accounting document, use Transaction FV50 or follow application menu path ACCOUNTING + FINANCIAL ACCOUNTING + GENERAL LEDGER + DOCUMENT ENTRY + FV50—EbIT oR PARK G/L Docu- MENT, as shown in Figure 7. 10Journal Vouchers | 1 ‘SAP Easy Access BS & Romane BRP + + Bowne essgn sees pooerentation (ree Ea ft Becart Doumit * @rosnt Erte Gl sezountDocurent er Ledoe Gea + @ raz cna Pesta (FeO = Err Carmel Pog fr Lech op + ®rveo. pai acer Oecunant fr Leooer oun = PS Gamal Doaarert Peng = @r-ON. etn Case ncaa Ponts ch aan Portra date Foon caster sets Figure 7 Transaction FV50 Menu Path for Park Document Double-click FV50—Enrr oR PARK G/L Document from the menu path, or enter "FV50" in the Commann field (as shown in Figure 8) and press Uru Et nates Gig Solem bab ohm -)d5 COG BNR BH29 EF OG Figure 8 £V50 in Command Field ‘The PARK G/L ACCOUNT DOCUMENT entry screen now will open (Figure 9). The ficlds that appear on the header with prepopulated values may vary depending upon your system configuration and editing options. In this example, the Document Date field was manually entered, whereas field values defaulted for the CURRENCY, PosTING DATE, DOCUMENT TyPE, and Company Conk fields. After inputting values on the header screen, enter at least two line items, as shown in Figure 10. "Tarot Ome ee cueret oon ee e “48 @0@ Sum ODee aD oO} — exam oa cw pourgete Taras suchen Petre OF smamnecem Tet cere ome Figure 9 Transaction FV50 Entry Screen for Document Park Danse GS sey ie CuEret orem we e "48 €0@ OHM ODee OD | aes Acer acest Cornero, 0 eS) Aimee Buren cee ime Gsewewretts Et Zesracoten Figure 10 Transaction FV50 Entry Screen Line items for Document Park Journal Vouchers | 1 7Journal Vouchers | 1 Next, click the PARK button @ to the right of the Commann field in the upper-lefi-hand portion of the screen. This will park the journal voucher, and a message will appear with the new parked document number, as shown at the bottom of Figure 11. Tame Glo Gay ws Eueret Sole tsb © 48 60@ FHM DDAN DE on Park G/t Account Document: Company Code 1000 Awoo ikoneamces Fésmite Bsxexconoctd rot J exracme cart fematen| ratgoste “Wye a creamer Type Ha) Gk mane coment eee oreay cose 3009.32 Conzeay ‘oka (Saws Var: Su 3) Ws. chat Stentor Of Aneutinéeccur, T.Taxpeseen see BSD B 8 Figure 11 Transaction FV50 Document Parked Message Save as Completed The save as completed function is similar to document parking, but with some key distinctions. When you save a document as completed, that document goes through more extensive document check logic, just as if the document were being posted. Like parked documents, however, documents that are saved as completed can be edited and changed prior to posting. Although the park and save as completed functions are similar, save as completed gen- erally should be used when you are sure the document is accurate and com- plete and only needs final approval before being posted. 3Journal Vouchers To save a G/L accounting document as completed, use Transaction FV50 or follow application menu path ACCOUNTING + FINANCIAL ACCOUNTING + GENERAL LEDGER + DOCUMENT ENTRY + FV50—EbiT or ParK G/L Docu- MENT, as shown in Figure 12. SAP Easy Access BE & Aonamy BBS ~ = Bostre Baru: Bec Figure 12 Transaction FV50 Menu Path for Save as Completed Double-click FV50—Epit oR PARK G/L Document from the menu path, or enter “FV50" in the Command Field (as shown in Figure 13) and press Psu mt pot evs ese ab Gm 4G Ce BHR DOSE BDO Figure 13 FV50 in Command Field The Park G/L Account Document entry screen will open (Figure 14) ‘The fields that appear on the header with prepopulated values may vary depending upon your system configuration and editing options. In this example, the Document Date field was manually entered, whereas field values defaulted for the CURRENCY, PosTING DATE, DOCUMENT TyPE, and Company Conk fields. 4Tian & Ge wy Gee bwonse Gan me e( *)¢8 ©oe Sue nee aD Aitooce Rimerycom Fisrute GBsvoxcrees Bret Zeampree a Soo = eee cemetrin a eLaartse I) (oven c06n $090 172 Company ee Bs.alec SutTet o€ Amortrdcom Tet g a i oo Fam & so os Soe worst omen RO "48 ©0@ DUK Ree D (a (avery éode 3000. 312 company Figure 14. Transaction FV50 Entry Screen for Document Save as Completed Journal Vouchers | 1 After inputting values on the PARK G/L AccounT Document header screen, enter at least two line items, as shown in Figure 15. Figure 15. Transaction FV50 Entry Screen Line Items for Save as Completed Document 15Journal Vouchers | 1 Now, click the SAvE AS COMPLETED button at the top-center portion of the screen. This will save the journal voucher as completed, and a message will appear with the new document number, as shown in Figure 16. © (oamert et Gao bm Sete Meme satan Hee e448 Cee Guim cuss an ee Park G/L Account Document: Compeny Code 1000 Arroomn Wumpy cea fsmaxe Esvexcmonss Grex Seamgcpoe a mottomion ) cous oae [16 cureney ‘route. seam ove ‘Wane oor ceemerttyoe Glace ceanet ame] (cron Cato_ 3000 XYZ Conpany ‘ons (Seen vr Stece 2) Qhact SetTer O/C Aneutndcast, T. Tacudcr cose wi S68o Be.. Figure 16 Transaction FV50 Document Parked Message for Save as Completed Hold Document hold is a function that temporarily saves your data. Itis most use- ful when interrupted during document creation (if your boss needs you to be ata last-minute meeting, for example). Because held documents are tem- porary, they do not update G/L transactions and balances. Furthermore, in subsequent processing they can be edited, deleted, parked, or posted. Unlike post, park, and save as completed, the hold function produces no permanent document number until the document is parked or posted. To hold a G/L accounting document, use Transaction FB50 or application menu path ACCOUNTING + FINANCIAL ACCOUNTING + GENERAL LEDGER + Document ENTRY + FB50—ENTER G/L Account Document, as shown in Figure 17. 16Journal Vouchers | 4 SAP Easy Access BED Moen BRP + Boeserk Bisinises Broareste = Drarates + siemens > Dore » Dicer retetonconperers » Bogs 7 Gacorteg ~ Gigmedcariro © Giaerera Lect + Gosamert srr iL = nr GL seen oc rent Lar Gets (Bea2-derelPectra + rani - emer Gera Pong fr Lape Ge = @ Rs0- Bato BG Doce + rvsaL Pak Gt teen Oscurant Ledge Gon * @ ras Gene Cocsrent ag, + @ ron fo wen cag 1B R06 reanng Parts @r-a7-cgona reyarts = QF93. can ana Str + O28. Vata raven Curonr + Dfeteercs courant: Figure 17 Transaction F850 Menu Path for Document Hold Double-click FB50—ENTER G/L Account DocuMENT from the menu path shown in Figure 17, or enter “FB50" in the COMMAND field (as shown in Figure 18) and press (faz). © tem Est Eecries igs Sten Eee © -)(8 C@e@ 288 HnaS OD OB Figure 18 B50 in Command Field You can use the hold function at any point in Transaction FB50. You can do so regardless of how much or little information has been entered, because no system checks take place in holding document. In the example shown in Figure 19, the Document Date field has been entered, along with one complete line item. In the screen header, field values were prepopulated for the CURRENCY, PosTING Date, DocuMENT Tyre, and Company Cope fields. At any point, you can hold a document by pressing (F5] or selecting Doc- UMENT + Hop from the dropdown menu path, as shown in Figure 20. 7Journal Vouchers | 4 ] pearen ER wo eRe EE Ewen aren Le e, 4B C@e@ DAR BHoS BD OB Figure 19. Transaction F850 Entry Screen for Document Hold Ptceeeel Be Goe fetes cme pen se con F@ Olle BROS OD e Figure 20 Transaction FB50 Document Hold Dropdown Menu 8Journal Vouchers A dialogue box will open (Figure 21) and prompt you to enter a ten-char- acter preliminary temporary document number, which can contain num- bers, letters, and/or special characters. A permanent number is assigned when the document is posted, parked, or saved as complete. [F coement est Gao Bitar Sete Ergormert Stem Eb eo” _*}49 Cee bmw nDee mA OB Enter G/L Account Document: Company Code 1000 Bowen CUorcany Cate Bist fHisruste EBak 7 edtirgcotens Oe smart eaten ocuent ote etd, Patra Dato c 300.00 Jus0 | teres pocrescer Tec | yaa. | ecunant Type [ee 80 cosccre. | Caron Cece a0 “tens (Soe Vaant: Strid 1) Su Gilat Short Tet O/C amount doce, T. Taxed cod 130000 Wels Fago Debit = 200.00 Figure 21 Transaction FB50 Temporary Document Number Prompt After entering a temporary document number, press or click the HoLp Document button. As a result, a temporary accounting document will be created and a message will appear with the held document num- ber, as shown in Figure 22 19Journal Vouchers | 1 a e 74a C0@ one OCOD EE oe Enter 6/t Aecunt Dacament: Company Code 100 SS See aan ester Tota Tx eo ‘ers (See Vaart: Stra c) Bs. clax Sotree OC Amatncecem T.Tekeac sce 8 Doosement CAS wash nd Figure 22 Transaction F850 Document Held Message 1.3. Tree Display The tree display provides an easy-to-use visual display for several func- tions that can also be accessed from the dropdown menu in Transaction FB50. The tree display is a universal concept, or shortcut, for accessing accounting documents and document entry tools in FI. In this section, we will confine the discussion of the tree display to Transaction FB50 and Transaction FV50, but take note that this capability can be used in any financial transaction in which the tree display appears. The tree display is a toggle function, meaning that it can be turned on (i.e., made visible) or turned off (i.e., made invisible) by the click of a but- ton or keyboard combination. 20Journal Vouchers | 1 Figure 23 shows Transaction FB50 with the tree display on. [Fant ef po Sty Siw eyoret Saen ap e 7148 C@@ OMe DOSS OD OR Enter G/L Account Document: Company Code 1000 GD Atwoct Groner inde Bick) Aomuste Grah AEstng cotens To (ete, — Camere te 1 eee eanicee ae emcee coamercoate [)aumeney (BO) Tt vecwrgoxe —_[ar/srauis aw 60 cheat Tet [id ade: coamerc Type (ah acu decane 2.08 | us Comosry Code 1000 FZ Company cos . GEES BE.b oS Be Figure 23. Transaction F850 with Tree Display On. Note that with the tree display on, a panel that lists folders will be visible on the left. The folders that appear in the display vary by transaction code. In Transaction FSO, you will see the following folders: » SCREEN VARIANTS FOR ITEMS » ACCOUNT ASSIGNMENT TEMPLATES FOR ITEMS » HELD Documents Screen variants and account assignment templates are covered in detail in Section 1.4. For now, know that screen variants and account assignment templates are accessible from the tree display. In Section 1.2, you learned how to hold a G/L document. Held documents can be shown in the tree display by clicking the triangle to the left of the HELD Documents folder. This action opens the folder and displays all the held documents created by the user. Moreover, if you double-click a held aJournal Vouchers | 1 document in the tree display, the details appear in the G/L document entry screen (as shown in Figure 24), which allows you to resume enter- ing the document. [F connate Gio ome sete eromen omen see e */48 ©@@ FNM BDO8 TE OR Enter G/L Account Document: Company Cade 1000 DAimwot GYaupzycae Qed Aisa Grek Peng que see ox. * Clie ales Rare eects | germs Docent bate [OF7O7a018) merey (05) Ping Date —_/O/2015) eee oochesoa tee row, scent Tyen ak) Gl court donernt cman code 2000. KIZ Company 0. 3.06 Jus 2 ens (Soe Veet: Saat) Be.tan Sutter OF smomtnacar. Tata yedencate Pe . 9580 8528 Figure 24 Transaction F850 Held Document in Tree Display The tree display function in Transaction FV50 is the same as in Transac- tion FB5O. It has the same toggle capability, meaning that it can be turned on (i.e., made visible) or turned off (i.e., hidden) by the click of a button or by a keyboard combination. Figure 25 shows Transaction FV50 with the tree display on. In Transaction FV50, you will see the following folders >> SCREEN VARIANTS FOR ITEMS >» ACCOUNT ASSIGNMENT TEMPLATES FOR ITEMS >» CompLere DocumENTS >» PARKED DocuMENTS 2Journal Vouchers | 1 [= caren ek Goo ewe mire Suomen Scum i @ 748 CO@ FMR D009 BD OB Pork G/t Account Document: Company Code 1000 @ Eiteeot Rjcanpany Code iSraite Qsveeconpetet Gat Peery tine (MG) rout ieiton oament De cmon) [60 sae. Fs Ot Cra) conmantTiss 4) Gl seount seamen 0 Juco Coneary Cove 3000 242 Conpany (tens (Seen vourt: Sard) SS. Glasto Ter O/C dmauthdocoun 7 Taisen Figure 25 Transaction FV50 with Tree Display On In Transaction FV50's tree display, folders for screen variants and account assignment templates appear at the top, as they did in Transaction FB50. The display also includes folders for complete and parked documents, which did not appear in the Transaction FB50 tree display. Finally, the folder for held documents, which appeared in Transaction FB5O, does not appear in Transaction FV50. As you can see, the tree display default fold- ers will vary depending on the purpose of the transaction. 4.4 Using Screen Variants and Account Assignment Templates Screen variants and account assignment templates are tools available in FI to simplify entry of G/L documents. They are not unique to Transaction FB50, but in this section we will confine our discussion of these tools to this transaction. Note that both screen variants and account assignment templates can be accessed and maintained from the tree display in Trans- action FB50 and from the dropdown menu. In this section, we will focus 2BJournal Vouchers on using the tree display, which is the most user-friendly and frequently used method of access. Use of Screen Variants A screen variant sets the columns in the line item entry portion of Trans- action FB50 (Figure 26). In other words, it controls the fields displayed on the screen and the order in which they appear. A well-developed screen variant reduces the data entry time and the num- ber of data entry errors. In essence, your goal is to have only the fields you need to enter visible on the screen. Dias (aueer aa IsweadDD Bs cheuc O/C Aneto. L. Cort cantar oe BSE SS.B 6S By Figure 26 Transaction F850 Line Entry Screen ‘Transaction FBSO has a default screen variant assigned, which is displayed each time you execute the transaction. However, the default may not be your preferred line item entry screen, or you may prefer different screen variants depending on the type of journal voucher you are creating. Through the tree display or the dropdown menu in Transaction FBS50, you can select different screen variants at any point in time. Let's look at screen variants in action. Go to Transaction FB50 and make sure the tree display is on (see Section 1.3). Click the triangle next to the SCREEN VARIANTS FOR Items folder to open a list of available variants to choose from (Figure 27). 24Journal Vouchers | 1 @Arecce Asemoncase Diets Blame rae Pcatracoume = omens emer — SWaacucins Saw a , soceremee | “Bowers cig se Senetten comey Toa Bswevesow ui ne mxemom WAVES eae |g Ssmowosom car ve teens) 7 ema ser ra —_ an Gece | et ae aa | Compa code 1000 XYZ Company coe o _ GERD SF8 OS OY Figure 27. Transaction F850 Screen Variant List Double-click the screen variant you want to use (Figure 28), and the line layout at the bottom right of the screen will change. Tenet Gt Ge Gy Bee caret San eb ey *}4@ Coe Sue seco aD ow . o ERE 82.9 5S oy Figure 28 Transaction FB50 Screen Variant Selection 25Journal Vouchers | 1 Discussion of the creation and maintenance of screen variants is beyond the scope of this E-Bite. It is important to note, however, that screen vari- ants are considered cross-client dependent, meaning that if a screen variant change is made in one client, the change is reflected in every other client within that instance of SAP. For this reason, screen variant creation and maintenance is a function usually restricted to an SAP support team. Use of Account Assignment Templates Account assignment templates are line layouts in Transaction FB50 with prepopulated field values. They are useful for reducing data entry require- ments for journal vouchers, which are frequent and consistent in their makeup. These templates allow you to quickly enter journal vouchers without the hassle of reentering all the necessary field values each time you create a new entry. The next time you find yourself entering a journal voucher from scratch that you have created repeatedly in the past, consider creating an account assignment template for it. You might simply your life by doing so, espe- cially for journal vouchers with a large number of line items. Let's take a look. Go to Transaction FB50 and make sure the tree display is on (see Section 1.3). Click the triangle next to the ACCOUNT ASSIGNMENT TEMPLATE FOR ITEMs folder to open a list of available templates to choose from (Figure 29). Double-click the template you want to use (Figure 30), and the line layout in the line item entry screen will change based on the prepopulated val- ues contained in the template. Note that at this point you can add or edit the field values. As you see in our example, account assignment template CASH4COFFEE contains prepopulated values for the G/L ACCOUNT, DEBIT/CREDIT INDICA- ToR, TExT, and PRoFIT CentER fields. With all other fields for the transac- tion prepopulated, you simply need to enter values in the Amount fields to complete the document entry (Figure 31). 26Journal Vouchers | 1 Tae ie Gey Sars Guat Satan tae ~ 48 ©0@ DNK S2Se OO OR ama ae 0 ewer oct Tt ster ee) a omecera ceo Case xo, Be. Glan Settee OC snantascar Lecuranane Teaser ae Figure 29 Transaction F850 Account Assignment Templates List ia 2 oy ae Sat a oe el “0B Coe Omm cose an Nl DArme Bown gies Fine Bee feomgonn “% sen commsly gu owe TB scer sera ae BRects ae case ww SMe re ne BS mane (GTP ones) Bswowszsim sum se rawooen eva) Host amy SF pawn 2 Goncee men oome boceeor tet [Sd ete —— canes ] oleae a crime [aes a ey a Batten | moveneam Ten peace rear Weert Figure 30 Transaction FB50 Account Assignment Template Selection 7Journal Vouchers | 1 [Fearn en gooey mp eet open e “48 €@@ ONK ODee BE eR Armee Weopeyeae Ques arate Grae Pesce om ‘con aa “Spiraea a Femewossm com Se come) iAieewesne Gi a enna aig fe) Gtamatcoanes 3000 32 Comune (fe _srawincccom rex cou moe rower. We Tar mee) 8-00 Cant an or ice tee Paes Gane Ce. = o o aese os By Figure 31. Transaction F850 Amount Entered with Account Assignment Template With document entry complete, you can post, park, or save this G/L jour- nal voucher as completed. For the current example, we posted the docu- ment (Figure 32). e° eB eae Ome neSo Bn OR DAtwec Weneavenk res Farce Brat Pestmaeers | caeasen cua soso vraette Brmcorae cio se 7 mney Bsimovozmm ose Se SBetmowos sm wie Se Tepvaa Bimowotcum isi oe ‘oons bas i ovcan mort nt ean coe a 10, =v Figure 32. Transaction F850 Posted Document Using Account Assignment Template 28Journal Vouchers | 1 4.5 Controlling Document Entry with Editing Options Controlling document entry with editing options allows you to make user-specific settings for transactions in accounting. Editing options give you some level of field control over the entry screen, what is displayed, and values that are defaulted, and they determine the interpretation of certain field entry values. Editing options are a universal concept in FI, but discussion in this section is limited to their use in Transaction FB50. However, note that the set- tings you make are user-specific, not transaction-specific; therefore, once you have set an editing option in Transaction FB5O, it will also apply to other accounting transactions, such as Transactions FB60 and FB70. In this section, we will discuss some of the most commonly used settings and provide a complete list of all editing options and their descriptions (Table 1 later in this section.). To access editing options from Transaction FB50 (Figure 33), click the Ep1TING Options button in the top center of the ENTER G/L ACCOUNT DOCUMENT screen or press (shiT=]4[F3]. ae a vanes [Sp aneey _ Teal Posnytte ‘ST Ca ras tox Te eto Cane too STOR ame Caron Cos ite0 372 Expmny oo te (Noe tt ected) BS. Glacs Surat OC enmrtnaocan (acianart Tate Figure 33 Transaction F850 Enter G/L Account Document Screen for Editing Options 29Journal Vouchers | 1 ‘The ACCOUNTING EDITING OpTiONs screen will open (Figure 34). Editing options fall into four general categories, each with its own section of the screen: >» GENERAL ENTRY OPTIONS >>) SPECIAL OPTIONS FOR SINGLE SCREEN TRANSACTIONS >> DEFAULT DOCUMENT CURRENCY »> DEFAULT COMPANY CODE [E crow ek goto Stun ta ee” +)48 Coe FHM DOSH BD OB Accounting Editing Options ort ry Options Consent on leclesreney Usa fl ony x casrene are Dechert om astro tar ho and oh tarescore (Cocurents ret oes-concuy cade ocureres mas be conde sting Oh para res a2 ns ser ior ot eG acer erty So et cpr tae cde Cat ey vais re Oise ey wen cers Oey “ont wpa cer tras Sautenate Nepsve Posting Spec pene erg rer retire Hee taracten Cectieeecton [oeaunent oe wise.) Repose farce Cezunert dts equity ate Scrat 3 +9 Scape ea fr snes Pate sr sect Pesta nonce pr peste x Cate ry Ob St Tet Anas ie Bayren aOsare Figure 34 Accounting iting Options Screen In the upper-right-hand corner of Figure 34, you can see that the LocaL Currency radio button is selected in the Derautr Document CURRENCY section. With this setting, the local currency of the company code to which the user is assigned will default into Transaction FB50. 30Journal Vouchers For this example, we will change DEFAULT DOCUMENT CURRENCY to NONE (Figure 35). This might be necessary if you process most of your account- ing entries in different currencies, as may be the case if you work for a multinational company with central accounting functions. Once your selection is made, click the Save button G or press Ges GR Goto Stem ED @ *]48 CO@ Ole Soon BB OB Accounting Editing Options a overs ty Cotes ota dossmert exten Cocca cry aed carey " Ctecd oar ‘Olkmount fis ony for document curency | Obast document cunency used Deecanga a te tet ew am Nene Ye sea Gh. tarsactons a — Cocerants ot coxtcompany code Detaue conoany cade oocuvens mst be cones fo sara | Do ceary cove raeza (Tt parr snes aoa ba ree cate toes on net arent eps tet fr Gk acount rie, pe rt cop tax cove Fast ety ve acto Tsk ety ws conteay do rt up cent ots Tato egatrePostng Speca ecto srg sen ansctons Cite waren Doctype epton _[OseuTert Tee wilES CPropose fd aennt Clement date ona sig date orc indcator as + san ome Seach fx Busnes: Pater ely pars (pase ast Tax ose Figure 35, Transaction FB50 Accounting Editing Options with No Default Currency 5. Now, return to Transaction FB50 and you will see that the CurRENcy field in the header is blank (Figure 36), meaning that no value defaulted into the CurRENCY field. 31Journal Vouchers | 1 iE leanet Gat Go Eee Setar Enwemen Oot tee @ “48 ©G@ Die DDOs OH OR Enter G/L Account Document: Company Code 1000 Arron Beonpry cade Quaid smite Ersk Pear cptore aa memo —] omy Jo = ae am Ta mange Sees Doc Header Text | ‘Total Cr. Document Tyee (SA G/L account document ©.00 | Uso GrossCC no, f Sere apo a ST Bs. dlax Sutter OF Anomtnoocom Leaman Ta Tarucercox 00 00 5 Figure 36 Transaction FBSO Enter G/L Account Document Screen with No Currency Similarly, you can use editing options to change the transaction entry screen so that no company code is proposed. This might be desirable if you enter transactions frequently using different company codes. If your accounting department manages financial transactions across the globe, this is likely the case. It is common for those working in a centralized accounting or finance department for a global company to use this set- ting. For this example, select the checkbox next to the No COMPANY CODE PRO- PosAL field in the ACCOUNTING EDITING OpTioNs screen (Figure 37). Then, click the SAVE button @ or press 32Journal Vouchers | 1 © gies St to Spien ae @ 748 CO@ BHK SU48 AE OB (Comer ck amy ia Camere ceet arirey Cla art ry (Dechre: fon tte tom ‘She ; Diego vreacire | aucndieceseeesian | eee ost cro cae (Dover matt crt pli (2 copay ad ead (te patra snes es mheads7c6n Cede tes cnt ara (Peer tot scour sna (ort copy ta coco rae 1 bor Ci entr ith ont py (net ust cane tos (Cistertc Neatve Posing spsod eptee fo sng seen tareatone Cie wasacton ectyesarten _Caaunect pe dy F >) (Prose tat ameunt oeument ats enn stg te oye dears +f-s07 (Cionelos Seach fo Bess Pater Covet po ooo Let Ta case (Cpestrg mn pead pac posti (ra oc: Cry ky Seat Tex (nays eo Fovment Base Descre Figure 37 Transaction F850 Accounting Editing Options with No Company Code Proposed Now, return to Transaction FB50; you are immediately prompted to enter a Company Cops (Figure 38). © cen tee @ 748 CO@ DAR DnAD EE eR Figure 38. Transaction FB50 Prompt for Company Code 33Journal Vouchers | 1 Another common use of editing options is to change the document type setting. For this example, change the Doc.tyPE OPTION field to DOCUMENT Type HIDDEN (Figure 39). Then, click the SAvE button @ or press ee Seton HD 748 CO@ DAK DDHO BE OB ‘Accounting Editing Options Coeunents nin be eurency Oecaamency Chern flor docurentcureney Ota document caveney ised (Cece rate tem sti ten tone. te spec Oh varactors Coeument ot ces-concan code _DafadtComeary Cade (Ceaents mat be coms fr ating (eta company Cade ropes (Copter busness es nheadceen Ceaadate tes rt acre eeey tot or Gh acount entry [Co net ony ts code a ory 1S abe (ts ene wth ented ay Foe not wt cert ots (iterate Negative esting soecdentonternjescomirectow =o cates ctr ES) Cmas eanart earner at a co Doerr eo a0 emt Soh Bares Pw ty cers “Propose Last Ta Cade Figure 39 Transaction FB50 Accounting Editing Options with Hidden Document Type Now, return to Transaction FB50, and you will see that the DocumEeNT Type field is hidden from view (Figure 40). As a result, you can no longer change the document type used in this transaction. This is a control fea- ture, forcing users to use only one document type.Journal Vouchers | 1 Samet Gs Go Sty Sins Eyomet Stn WD e “48 ©@@ ONm S858 OH OB Enter G/t Account Document: Company Code 1000 Rneoen orenycce Grad srs Bex festraccoxe Ao sa. toon Conmentste [pl cunerey Tots oxo (tans (ho erry vrant sect ) Bs. ckec Shatter O/C Amanthcocam, leccuranewe 7. Taxqubcn cote TOO SSC as.) OS Figure 40. Transaction FB50 Enter G/L Account Document Screen with Hidden Document Type Table 1 provides a complete list of editing options for controlling docu- ment entry, along with their descriptions. ln ke pat DOCUMENTS ONLY IN LOCAL Only allows entry of documents in local cur- ‘CURRENCY rency. AMOUNT FIELDS ONLY FOR Only allows entry amounts in foreign cur- DOCUMENT CURRENCY rency when entering documents in foreign currency. EXCHANGE RATE FROM FIRST LINE When posting foreign currency documents, Te the exchange rate in the document header is corrected automatically using the amounts in the first line item Table Editing Options and Descriptions 35Journal Vouchers | 1 No SPECIAL G/L Prevent entry of special G/L transactions. TRANSACTIONS Documents Not Cross-company code entries are prevented ‘CROSS-COMPANY CODE Documents must BE Prevents incomplete documents from being COMPLETE FOR PARKING parked. No PARTNER BUSINESS AREA IN Default partner business area cannot be HEADER SCREEN entered in document header. CALCULATE TAXES ON Indicates the G/L account amounts entered NET AMOUNT are net of taxes. Copy Text FoR G/L ACCOUNT Automatically copy text from last G/L line ENTRY item to subsequent line items. Do Not copy TAX CODE Deactivates the setting that the last tax code entered is automatically copied to G/L account line items. FAST ENTRY VIA ISR NUMBER Enables the fast entry of incoming invoices using the ISR subscriber number. ISR Entry wit ConTRoL Provides the ability to enter an alternative Disptay vendor number in cases in which several ven- dors may have the same ISR number. Do NOT UPDATE CONTROL TOTALS Control totals are not updated. ‘Automatic Necative Postinc — When the negative postings indicator is set for at least one manually entered line, also makes any automatically generated lines neg- ative postings. DEFAULT DOCUMENT 1, Default local currency used in header cur- ‘currency rency field. 2. Default last currency used in header cur- rency field. 3. Defaults no currency in the header currency field. Table + Editing Options and Descriptions (Cont. 36Journal Vouchers | 1 DEFAULT COMPANY CODE HIDE TRANSACTION Propose FINAL AMOUNT D/C INDICATOR AS +/- SIGN DISPLAY PERIODS POSTING IN SPECIAL PERIODS POSSIBLE ALWAYS USE PAYMENT BASE DEADLINE Document TYPE OPTION Documenr DATE EQUALS POSTING DATE COMPLEX SEARCH FOR BUSINESS PARTNER PROPOSE LAST TAX CODE ‘Tax CODE: ONLY DISPLAY SHORT TEXT When the No Company Cope PROPOSAL indi- cator is checked, you must manually select the company code to be used. Hides the TRaNsAcTiON field on the entry screen. System proposes the final invoice amount in the customer or vendor line, after a G/L line has been entered. Allows the entry of +/- sign with amounts, and the debit/credit indicator is thus derived. Enables the display of periods on the entry screen under basic data Enables the period field for data input. Only permit payment deadline calculation based on the baseline date. 4. Display document type in header 2. Document type is ready for input. 3. Display document type using short name 4, Document type is ready for input using short name 5. Document type is hidden. Defaults the document date from the posting date. Specifies if a complex search is possible for the number of the trading partner when entering a vendor invoice. Proposes the last tax code used the next time the transaction is called Changes the tax code dropdown list in the transaction to only display the short text of the tax code. Table 1 Editing Options and Descriptions (Cont.) 7Journal Vouchers 1.6 Post with Reference Post with reference is a quick and easy way to create a new G/L document by replicating all or most of the accounting data from a document that has already been posted. It allows you to quickly create a new G/L account document based upon an existing, previously posted document, with lit- tle to no data entry. In many ways, this option works much like a document copy function, except that SAP provides several flow control indicators that allow you to select specific actions in the process. For example, there is a Do NoT PRo- POSE AMouNTS flow control indicator. When this indicator is selected, you must enter document line item amounts manually, Without this indi- cator, you could only use the post with reference function to post a new document with the exact same amount as the reference document. Post with reference is a universal concept in FI, but the scope of our dis- cussion in this section is limited to its use in Transaction FB50. We will demonstrate its use with a simple example and then provide complete list of flow control options and their descriptions (Table 2 later in this section). ‘SAP Easy Access BE & Aovamm BBS ~ = Beotowe Brine: Bocunmnsten (© FBI - Ete feat Occ x Lt Gr + Qra2- Gree Peteg + Foon Enter Genes Post er Ledger Gown + Qeve9- edt ora Gt Oocurert + Qeven.- ek Gf Aczunt Cocumant fe Ledger Guo + Ores. Genera becarert ekg + AGG Post wth Gea + @F06- nema Pawrerts + Orar-curgormpaymerts ‘vst Fortin Carey + Croteenes Dacarens Figure 41 Menu Path for Post with Reference 38Journal Vouchers | 1 Post with reference can be used when you enter a G/L accounting docu- ment via Transaction FB50 or application menu path ACCOUNTING + FINANCIAL ACCOUNTING * GENERAL LEDGER + DOCUMENT ENTRY + FB50— EnreR G/L Account Document (see Figure 41). Double-click FB50—ENTER G/I. AccouNT Document from the menu path shown in Figure 42 or enter "FB50" in the COMMAND field (as shown in Figure 42) and press (fnter). © von st fetter Ome Seton [| coronene reinote ———) fete Conctre boc texte Tot — Teorapmtsh exthy —[ailaccourt (330000 5a ind | JT Figure 45 Post with Reference Header Screen For this example, we changed both the Document Date and Postinc Date fields (Figure 46) Foret et Go tts Sins comet Seen wD e485 Ge SHB Doe BH OF Post Document: Header Data Docu Cate Toe Porunpowte 07/08/2015 pared 7) CarercyRate OD | Figure 46 Post with Reference Header Screen with Date Change Once you have edited any header fields that you want to change, press and the Post DocumENT ADD G/L ACCOUNT ITEM screen will appear (Figure 47). Notice that the amount field is blank in Figure 47. This is because we selected the Do Not ProrosE AMOUNTS indicator in FLow CONTROL (Figure 44) when we initiated the post with reference transaction. a