Configuration Document

Financial Accounting

Project
mySAP – JAI SAnkalP
Implementation ECC 6.0
Financial Accounting (FI)

Configuration Doc. – FINANCIALS

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 Configuration Document

Financial Accounting

Document Control

Document FI Configuration Document

Creation Date
Last Update Date
Version No. JAI_CONFIG_FI_1.0

Prepared by Email ID Signature Date

Satya Narayana
VVV

Reviewed by Email ID Signature Date

Malay Navneet Govil

Brief Description

This document details the Customization of Financial Accounting for JAMNA AUTO INDUSTRIES
LTD.

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Financial Accounting

Index

 Overview 6

 General Settings
o Define Countries 7
o Set Country specific checks 9
o Insert Regions 11
o Check Currency Codes 13
o Set Decimal Places for currencies 15
o Check Exchange Rate Types 16
o Maintain Exchange Rates 18
o Maintain Calender 19

 Enterprise Structure
o Maintain Company 21
o Maintain Credit Control Area 23
o Maintain Company Code 24
o Define Business Area 26
o Define Functional Area 27
o Maintain Financial Management Area 29
o Maintain Controlling Area 30
o Assign company code to company 32
o Assign company code to credit control area 34
o Assign company code to Financial Management Area 36
o Assign company code to Controlling area 38
o Assign Controlling Area to Operating Concern 40

 Financial Accounting Global Settings

o Enter global parameters 42
o Set Company Code to Productive 45
o Maintain fiscal year variant 46
o Assign Company Code to Fiscal Year Variant 48
o Define variant for open posting periods 50
o Open & close posting periods 52
o Assign Variants to Company Code 54
o Define Document Number Ranges 56
o Copy to Fiscal Year 59
o Define Document Types 60
o Define maximum exchange rate difference per company code 65
o Maintain filed status variant 68
o Allocate Company Code to Field Status Variant 72
o Select screen variant for Document Entry 74
o Define tolerance groups for employees 76

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Financial Accounting

o Assign users to tolerance groups 78

o Default Values for Document Processing 79
o Enable fiscal year default 82

o Define default value date 84

o Recurring Entries 86

 Extended Withholding Tax

o Define withholding tax country 88
o Define official withholding tax codes 90
o Define reasons for Exemption 92
o Check recipient types 94
o Define Withholding tax type 96
o Define withholding tax type for Invoice Postings 99
o Define withholding tax type for payment Postings 101
o Withholding tax Codes 103
o Maintain withholding tax type – company code assignment 107
o Define accounts for Withholding tax 109
o Certificate numbering for Withholding Tax 112
o Define numbering groups 114
o Define number ranges 116

 General Ledger Accounting

o Master Data 118
o Allocate company code to a chart of accounts 120
o Define Account Group 122
o Define Retained Earning Account 125
o Specify text ID for chart of accounts area 127
o Create G/L accounts in chart of accounts 129
o Choose standard line layout 130
o Open Item Clearing 132
o Define Accounts for Exchange rate Differences 134
o Permit Negative Posting 136
o Define Reasons for Reversal 138
o Define Valuation Method 140
o Prepare Automatic Postings for Foreign Currency Valuation 142
o Define Financial Statement Version 144
o Integration with Asset Accounting 146
o Integration with Material Management 149
o Integration with Payroll P/L Accounts 158
o Integration with Payroll B/S Accounts 159

 Accounts Receivable And Accounts Payable

o Customer Master 160

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o Vendor Master 162

o Maintain terms of Payment 164
o Outgoing Payments Global Settings 172
o Define accounts for exchange rate differences (outgoing payments) 173
o Define accounts for bank charges (Vendors) 175
o Payment Block reasons 177
o Manual Outgoing Payments 179
o Automatic Outgoing Payments 183
o Number Ranges for Checks 190
o Void reason code 194
o Define Special G/L Indicator for customers 196
o Define Special G/L Indicator for vendors 199

 Bank Accounts
o Define House Banks 205
o Manual Bank Statement 207
o Allocate business transactions 209
o Define variants for manual bank statements 211
o Cash Journal Business Transaction 213

 Asset Accounting
o Copy reference chart of depreciation/ depreciation areas 215
o Specify description of chart of depreciation 217
o Assign chart of depreciation to company code 219
o Asset Classes 221
o Account Determination 223
o Create screen layout rules 226
o Define number range interval 228
o Integration with General Ledger 230
o Assign G/L Accounts 232
o Assign input tax indicator for non taxable acquisitions 242
o Specify document type for depreciation posting 244
o Specify intervals and posting rules 246
o Define Depreciation Areas 248
o Determine depreciation areas in the asset class 251
o Specify Area type 253
o Specify transfer of APC values 255
o Specify transfer of depreciation terms 257
o Group Assets 259
o Specify Asset Classes for Group Assets 261
o Depreciation /Valuation Keys 263
o Define Base Method 266

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Financial Accounting

o Define Multilevel Method 269

o Define the Scrap Value Key 271
o Define Screen layout for Asset Master Data 273

 New general ledger

Module Financial Accounting

Process/ Sub Overview
Process

Introduction
 Scope of the Document

The Financial Accounting System Document contains the configuration details of the
Financial Accounting (FI) module.

 Document Objectives

The objective of this document is to provide important configuration details of the module
to enable the application system administrator(s) / authorized users in maintaining the
system. It is recommended that not more than 2 key users be identified as the application
system administrators.

Neither this documentation nor any part of it may be copied or reproduced in any form or
by any means or translated into another language, without the prior consent of Siemens
Information Systems Limited.

 Document Structure

This document is broadly about the configuration details.

 Target Audience

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Financial Accounting

This document is meant for the application system administrators, who are responsible for
maintaining the FI system. It may be noted that the document is consistent with the
system settings on the date of document (date on the title page). It is the responsibility of
the application system administrators to keep this document updated and consistent with
any further configuration done.

Module Financial Accounting

Process/ Sub General Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define countries
Countries are pre-defined in SAP. No changes should be made to the settings
without the opinion of an expert.

1.2 Customization Path

SPRO  General Settings  Set Countries  Define Countries

1.3 Explanations

All countries with which your company has business relationships. You need
the following information for each country:
o General data
o Foreign trade characteristics
o Further test data

This data is then checked during master data maintenance.

In the SAP standard delivery system, all countries are defined according to the
international ISO standard.

Tax procedure, Date format, Decimal format as per country is assigned

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, For Country India Following settings have been maintained

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Financial Accounting

Module Financial Accounting

Process/ Sub General Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Set country-specific checks

Country-specific checks are pre-defined in SAP. No changes should be made

to the settings without the opinion of an expert.

1.2 Customization Path

SPRO  General Settings  Set Countries  Set Country Specific Checks

1.3 Explanations

For all countries with which your company maintains business relationships,
must include rules for checking the following data:
o Bank data
o Postal data
o Control data

This data is then checked during master data maintenance.

In the SAP standard delivery system, all countries are defined according to the
international ISO standard.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAi, For Country India Following settings have been maintained

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Financial Accounting

Module Financial Accounting

Process/ Sub General Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Insert regions

Regions are pre-defined in SAP. No changes should be made to the settings

without the opinion of an expert.

1.2 Customization Path

SPRO  General Settings  Set Countries  Insert Regions

1.3 Explanations

The region is used for following functions:

 Part of address
 Tax reporting in FI
 Pricing in SD (only for tax)

The usage can vary from country to country.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Following Regions have been maintained

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Financial Accounting

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Financial Accounting

Module Financial Accounting

Process/ Sub General Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Check currency codes

The currency table must be updated with all currencies, for which business
transactions are likely to occur.

1.2 Customization Path

SPRO  General Settings  Currencies  Check Currency Code

1.3 Explanations

In the SAP standard recipient system, all currencies are defined according to
the international ISO standard.

SAP recommends that using the ISO standard for additional entries. If entries
do not correspond to the ISO standard, it may not be possible to use data
exchange in international communication (e.g. bank clearing transactions).

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Following settings have been maintained for Currency “INR”

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Financial Accounting

Module Financial Accounting

Process/ Sub General Setting
Process

Sr. Topics
No
1.1 Overview and Data Definition

Set decimal places for currencies

Currencies can have different number of decimal places.

1.2 Customization Path

SPRO  General Settings  Currencies  Set Decimal Places For Currency

1.3 Explanations

In the standard SAP delivery version, certain currencies, which do not have 2
decimal places, are pre-set according to the ISO standard.

No changes should be made to the settings without the opinion of an expert.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

For JAI, For Currency “INR” no settings have been maintained in this table, which implies
that decimal places have been set up to two places.

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Financial Accounting

Module Financial Accounting

Process/ Sub General Setting
Process

Sr. Topics
No
1.1 Overview and Data Definition

Check Exchange Rate Types

Exchange rates for different purposes for the same date are defined in the
system as exchange rate types (you cannot delete existing entries)

1.2 Customization Path

SPRO  General Settings  Currencies  Check Exchange Rate types

1.3 Explanations

If you need to carry out currency translations between a numbers of different

currencies, you can simplify exchange rate maintenance by entering a base
currency for the exchange rate type. Instead of entering translation rates
between every single currency, you then only need specify the translation rate
between each currency and the base currency. All currency translations then
take place in two steps - into the base currency and from the base currency
into the target currency.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Exchange rate types “M” (i.e. Standard translation at average rate)

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Financial Accounting

Module Financial Accounting

Process/ Sub General Setting
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain Exchange Rates

Exchange rates are required to be able to translate foreign currency amounts

when posting or clearing or to check an exchange rate entered manually

1.2 Customization Path

SPRO  General Settings  Currencies  Enter Exchange Rates

1.3 Explanations

It Determines the gain and loss from exchange rate differences, Evaluates
open items in foreign currency and the foreign currency balance sheet
accounts.

The exchange rates are defined by period ("valid from"). The system uses the
type M exchange rates for foreign currency translation when posting and
clearing documents. An entry must exist in the system for this exchange rate
type.

Sr. Topics
No
2.1 Screen Output

Maintenance of this table is an on going process depending upon rate variation and
addition in transactional entry with other currency other than “INR”.

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Module Financial Accounting

Process/ Sub General Setting
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain Calendar

The public holiday and factory calendar is a central module in the SAP
System.

1.2 Customization Path

SPRO  General Settings  Maintain Calendar

1.3 Explanations

It is used In many areas (P.M, P.S, and Logistics). Calendar maintenance

maintains and displays the component of the calendar system. The public
holiday and factory calendar data calculated from calendar maintenance is
directly available to the system.

Factory calendar is allocated to plant via another Customizing function.

The calendar system consists of the following components:

o Public holidays: Definitions for public holidays: Calculation rule for date,
religious denomination etc
o Public holiday calendar: Any composition of public holiday rules.
o Factory calendar: Definition of workdays including special regulations,
under the assignment of a particular public holiday calendar.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Standard Indian Calendar is used

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain company

“Company” in SAP parlance are group companies. Consolidation functions in

financial accounting are based on companies.

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Financial Accounting  Define

Company

1.3 Explanations

A “company” can comprise one or more company codes. Definition of

“company” involves specifying name of the group company and address. In this
step you can create companies. A company is an organizational unit in
Accounting, which represents a business organization according to the
requirements of commercial law in a particular country.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain credit control area

Credit Control Area is an organizational unit that is responsible for overall credit
limit for customers.

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Financial Accounting  Maintain

Credit Control Area

1.3 Explanations

A Company code can be assigned to only one control area, which then serves
as the default. However, additional credit control areas can be defined which
can be assigned to sales areas.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI the Credit Control Area is 0001

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain Company Code

Company code is an organizational unit used in accounting. It is used to

structure the business organization from a financial accounting perspective.

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Financial Accounting  Define,

Copy, Delete, Check Company Code

1.3 Explanations

In this step, company codes need to be defined which involves defining the
following:
o Company code name
o Address data
o City
o Country
o Currency
o Language

More than one company code can be set up per client to manage the accounts
of independent organizations simultaneously. At least one company code must
be set up in each client.

In search term, Company’s PAN Number is maintained which is used for

printing of TDS Certificates

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Company Code “1000” settings have been maintained

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Business Area

In this section you create business areas. A business area is an organizational

unit within accounting that represents a separate area of operations or
responsibilities in a business organization.

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Financial Accounting  Define

Business Area

1.3 Explanations

In a client, you can set up several business areas to which the system can
assign the postings made in all company codes defined in this client.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Business Areas have been maintained but only to segregate the business
transactions and not for business area wise accounting.

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Functional Area

In this activity you create your functional areas

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Financial Accounting  Define

Functional Area

1.3 Explanations

Typical functional areas are Sales, Production, Marketing, Administration and

Research & Development. This is required for information purposes

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, Following Functional areas have been maintained

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain Financial Management Area

In this step, you create your financial management (FM) areas.

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Financial Accounting  Maintain

Financial Management Area

1.3 Explanations

The financial management area is an organizational unit within accounting,

which structures the business organization from the perspective of Cash
Budget Management and Funds Management.

Sr. Topics
No
2.1 Screen Output

For JAI, No Financial Management area has been maintained

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain Controlling Area

The controlling area is an organizational unit in Accounting used to Subdivide

the business organization from a cost accounting standpoint.

1.2 Customization Path

SPRO  Enterprise Structure  Definition  Controlling  Maintain

Controlling Area

1.3 Explanations

A controlling area may be assigned one or more company codes. 1:1

relationship You carry out cost accounting on a cross-company code basis. The
internal and external accounting viewpoints are identical.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign company code to company

In this step, a company code is assigned to a group company, to enable group

accounting.

1.2 Customization Path

SPRO  Enterprise Structure  Assignment  Financial Accounting 

Assign Company Code To Company

1.3 Explanations

A Company Code is assigned to Group Company for reporting purposes or

because of legal requirement consolidation is required at group level.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign company code to credit control area

In this step, a company code is assigned to a credit control area.

1.2 Customization Path

SPRO  Enterprise Structure  Assignment  Financial Accounting 

Assign Company Code To Credit Control Area

1.3 Explanations

It ensures that the appropriate credit limit is specified for the credit control
areas and/or for the individual customers. You determine the credit limits via
the Accounts Receivable area menu.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign company code to Financial Management Area

In this step, a company code is assigned to financial management area.

1.2 Customization Path

SPRO  Enterprise Structure  Assignment  Financial Accounting 

Assign Company Code To Financial Management Area

1.3 Explanations

In this activity, you assign each company code, which is relevant to Cash
Budget Management or Funds Management to a FM area. In the case of cross-
company-code Cash Budget Management/Funds Management, you can
combine several company codes in a single FM area. You must assign all the
company codes in question to the same FM area.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign company code to Controlling Area

In this step you assign the company code to a controlling area.

1.2 Customization Path

SPRO  Enterprise Structure  Assignment  Controlling  Assign

Company Code To Controlling Area

1.3 Explanations

You may carry out cross-company-code cost accounting only by explicitly

assigning the company codes to a controlling area.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Enterprise Structure
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign Controlling Area to Operating Concern

In this activity, you assign Controlling area to Operating concern

1.2 Customization Path

SPRO  Enterprise Structure  Assignment  Controlling  Assign

Controlling Area To Operating Concern

1.3 Explanations

You allocate the controlling area to be able to analyse the Profitability to an

operating Concern

Sr. Topics
No
2.1 Screen Output

Current System Settings

Not required in JAI Scenario.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Enter global parameters

In this step, various global specifications for the company code needs to be
made.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Company Code  Enter Global Parameters

1.3 Explanations

In this activity, you can make various global specifications for the company
code. This includes, among other things, the chart of accounts and the fiscal
year variant.

Additionally, the following specifications are also defined:

o Detailed address of the company
o PAN No. (i.e. AAACU2091E): this is critical for TDS certificates

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Note

o To ensure that TDS deductions occur, the field “Document Entry Screen Variant” must
be set to “2”.

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Financial Accounting

Address Maintained for JAI

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Set Company Code to Productive

If status of company code is productive then it prevents deletion

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Company Code  Set Company Code To Productive

1.3 Explanations

If the company code is set to “productive”, it prevents data within the company
code from being deleted by the programs for deleting test data.

Sr. Topics
No
2.1 Screen Output

Current System Settings

Company code “JAI” is not set to productive, as it is not necessary.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain fiscal year variant

In this activity you have the option of maintaining Fiscal year variant

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting  Fiscal

Year  Maintain Fiscal Year Variant

1.3 Explanations

A fiscal year variant has the following attributes:

o Number of posting periods in a fiscal year
o Number of special periods: The 4 special periods must be used only to post
transactions related to closing of annual accounts (e.g. provision entries,
rectification entries, etc.), which relate to the month of December but are
posted, say in January. In this manner, incremental transactions relating to
closing activities can be easily identified.

To do this, the posting date must be in March, but with period changed to 13-
16. SAP provides a maximum of 4 special periods.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign Company Code to Fiscal Year Variant

In this activity you assign company code to fiscal year variant

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting  Fiscal

Year  Maintain Fiscal Year Variant

1.3 Explanations

o The company code must be assigned to a fiscal year variant.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Company Code “JAI” is assigned to fiscal year variant “V3”

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Variant for Open Posting Period

In this you define variant for open /close posting period

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Posting Period  Define Variants For Open Posting Periods

1.3 Explanations

In this step, variants for opening/closing accounting periods need to be defined.

Every company code is allocated to this variant

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Variant “JAI” (Posting Period Variant for 1000) is defined.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Open and Close Posting Periods

In this activity you open /close posting periods for FI

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Posting Period  Open And Close Posting Periods

1.3 Explanations

The definition of posting periods involves the following:

o A lower and an upper limit must be defined for periods to which accounting
entries can be posted. Additionally, one more range of periods can be
defined.
o These specifications are for each company code.
o There must be at least one entry for each variant. This entry must have + in
column A, which will allow postings to all accounts. This must not contain
any account interval.
If further restriction is to be imposed for postings to customer/vendor/asset
accounts, additional entries with posting intervals need to be defined for
indicators “D”, “K”, & “A”, respectively. Additionally, even the account numbers
can be defined for which postings are allowed.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Note

The above-mentioned settings can be changed by the authorized user to close or open
the posting periods as and when required.

Where: -

‘+’ Valid for all account types

‘A’ Assets
‘D’ Customers
‘K’ Vendors
‘S’ General Ledger
‘M’ Material

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign Variants to Company Code

In this activity you assign variant to company code

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Posting Period  Assign Variant To Company Code

1.3 Explanations

In this activity, you make the specification that is necessary to be able to work
in several company codes with the same variant for open posting periods. For
this reason, you assign the same variant key to the company codes you want
to group together.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Company Code “JAI” is assigned to posting period variant “1000”.

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 Configuration Document

Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Document Number Ranges

In this step, number ranges are defined for accounting documents

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Document Number Ranges  Overview

1.3 Explanations

Definition of number ranges involves the following:

o An interval from which the system selects document numbers
o Type of number assignment, i.e. whether internal or external

The following points may be noted while defining number ranges:

o Number ranges are specific to a company code
o Following number ranges are reserved by SAP, and must not be used for
any other purpose:
o Number ranges must be defined for each fiscal year, which can be copied to
subsequent years. However, at the start of a new fiscal year the numbers
are initialized
o One or more document types can be assigned to the same number range
o Number intervals must not overlap
o External number assignment is mandatory for range used by document type
for asset depreciation postings. Otherwise, it makes sense to have external
numbers only for documents transferred from a legacy system

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2.1 Screen Output

Current System Settings

Note

All number ranges have been set to zero for Co Code “JAI”

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Financial Accounting

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Financial Accounting

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Copy to fiscal year

In this step, document number range intervals can be copied from one fiscal
year into another per company code

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Document Number Ranges  Copy To Fiscal Year

1.3 Explanations

This implies that documents in each fiscal year are initialized.

This activity will need to be performed definitely before the start of the new
fiscal year, if not in advance for several fiscal years.

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI, number ranges defined for fiscal year 2006 have been copied to fiscal year
2007and so on for next years.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Document Types

In this step, document types are created for accounting entries, whether
originating in FI or in any other module.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Document Header  Overview

1.3 Explanations

The document types distinguish the business transactions and control the filing
of documents.

The salient attributes of document types are:

- No. Range (as stated earlier, 2 or more document types can access
the same no. Range) including that for reversal of documents
- Authorization group
- Type of accounts that can be posted, i.e. asset, customer, vendor,
material or general ledger
- Whether texts at document header level is mandatory
- Whether it is relevant for batch input only (document type for asset
depreciation postings must have this indicator clicked)

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No
2.1 Screen Output

Current System Settings

For JAI, several document types have been maintained as under:

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Financial Accounting

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define maximum exchange rate difference per company code

In this step, a percentage for maximum difference between exchange rates for
postings in foreign currency has to be defined per company code.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Document Header  Maximum Exchange Rate Difference 
Define Maximum Exchange Rate Difference Per Company Code

1.3 Explanations

If an exchange rate or the local and the foreign currency amount were entered
manually during document entry, then a comparison is made with the exchange
rates stored in the system. If a deviation does occur and it exceeds the
percentage rate specified here, then a warning appears.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Posting Key

Posting keys control the posting of accounting entries from all modules into
General Ledger

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Line Item  Controls  Define Posting Keys

1.3 Explanations

In this step, posting keys need to be defined. SAP delivers a standard set of
posting keys that cater to all types of postings.

The attributes of a posting key are:

o Which side of the account is posted to, i.e. whether debit/credit
o Which account type is posted to, i.e. whether
customer/vendor/GL/asset/material
o Whether it is a sales-related or payment-related or special GL-related
posting
o The reversal posting key fields control definition, i.e. whether fields are
optional/required/suppressed

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain Field Status Variant

Field status variants control posting of accounting entries

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Line Item  Controls  Maintain Field Status Variants

1.3 Explanations

The variant itself comprises of several field status groups, which determine
fields in which data can be entered during business transaction entry, i.e.
whether entry in a field is mandatory, optional or suppressed. These groups
must be attached to each GL account master. More than one GL account can
be assigned the same variant.

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2.1 Screen Output

Current System Settings

Field Status Variant “1000” has been defined for JAI

This comprises of the following Field Status Groups:

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Note
o Posting keys also control field status of a line item
o Certain fields are controlled by SAP irrespective of the settings done.
o Certain fields in a line item are controlled by the settings for the corresponding GL
account, e.g. tax-related fields are controlled by settings done for the GL account.
o To enable postings arising out of inventory transactions, there should be no conflict
between field status in FI and that for movement types in MM.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Allocate Company Code to Field Status Variant

In this step, a field status variant must be attached to each company code.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Line Item  Controls  Assign Company Code To Field Status
Variant

1.3 Explanations

In this activity, you assign the company codes in which you want to use
identical field status groups, to the same field status variant.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

Field Status Variant “1000” is attached to Company Code “1000”.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Select Screen Variant for Document Entry

For each company code, a screen variant must be defined.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Line Item  Controls  Screen Variants For Document Entry

1.3 Explanations

For companies subject to TDS, screen variant must always be set to “2”.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define tolerance groups for employees

In this step, amount limits must be defined for each user ID.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Line Item  Define Tolerance Group To Employees

1.3 Explanations

This is critical since it authorizes users to post users to post documents in FI.
The specifications involve:
o Maximum amount per document
o Maximum amount per line item for a customer or vendor account
o Maximum cash discount percentage
o Maximum tolerances for differences at the time of payments

There must be at least one entry for every company code.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Assign users to tolerance groups

In this step, user IDs must be assigned to tolerance groups.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Line Item  Assign Users / Tolerance Group

1.3 Explanations

In this activity, you assign Financial Accounting employees to whom you wish
to give special tolerances to a group. Tolerances are defined for a group for
posting and clearing documents or line items.

Note

For employees that you do not assign to a group, you must define tolerance
values for which you leave the Group field blank and only specify the company
code.

Sr. Topics
No
2.1 Screen Output

Sample System Settings

Allowed to every user.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Default Values for Document Processing

In this step, a combination of document types and posting keys are defaulted
for SAP standard transactions.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Default Values For Document Processing  Default Values

1.3 Explanations

These default values are automatically proposed when the relevant transaction
is called. These values can then be overwritten.

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No
2.1 Screen Output

Current System Settings

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Enable fiscal year default

In this step, the indicator to default the fiscal year can be activated per
company code.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Default Values For Document Processing  Enable Fiscal Year
Default

1.3 Explanations

The fiscal year is then proposed during document display and change
functions. This option is useful only for company codes working with year-
dependent document number ranges.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

This option is activated for JAI

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define default value date

In this step, the indicator for defaulting the current system date can be
activated per company code.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Default Values For Document Processing  Default Value Date

1.3 Explanations

This will ensure that the CPU date is proposed as the value date.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

This option is activated for JAI.

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Financial Accounting

Module Financial Accounting

Process/ Sub Financial Accounting Global Settings
Process

Sr. Topics
No
1.1 Overview and Data Definition

Recurring Entries

Define entry screens for account assignment models

In this step, screen templates can be defined for document entry via an
account assignment model. This is similar to the fast entry of G/L account
items.

Define run schedules

Postings, which recur time and time again, can be automated using the
recurring entry program. To do this, a recurring entry document needs to be set
up. By executing the recurring entry program at periodic intervals, these
documents can be posted.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Document Recurring Entries  Account Assignment Models

1.3 Explanations

No settings have been done, since recurring entries can be created through the
FI-GL transaction wherein run schedules can be directly specified.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

For JAI standard layout has been used.

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define withholding tax country

“Withholding Tax” refers to tax deducted at source. In this step, a country needs
to be defined to enable further settings for TDS to be done.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Basic Settings  Check
Withholding Tax Countries

1.3 Explanations

The withholding tax country is needed for printing the withholding tax form.
Since the list of country IDs prescribed by law is different from the list in the
system, you have to define the withholding tax countries again.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define official withholding tax codes

In this step, keys need to be defined for each section under the IT Act. These
keys are in a later step attached to Tax Types.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Basic Settings  Define
Official Withholding Tax Key

1.3 Explanations

In this activity you can enter official names for the withholding tax code since
this is obligatory for reporting purposes.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition
Define Reasons for Exemption

In this activity, you define reasons for exemption from withholding tax

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Basic Settings Define
reasons for exemption

1.3 Explanations

This reason is defined because some vendor may be holding exemption

certificate. You can enter this indicator in the Vendor Master Record or in
company code withholding tax master record information

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition
Check recipient types

In this activity, you check recipient type for reporting purposes

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Basic Settings Check
recipient types

1.3 Explanations

The type of recipient categorizes the vendor which is required for printing of
withholding tax forms

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define withholding tax type

In this activity you define the withholding tax type for the posting at the time of
entering an invoice. This withholding tax type does not have any effect on the
payment.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Calculation  Withholding Tax
Type  Define Withholding Tax Type For Invoice Posting / Define Withholding
Tax Type For Payment Posting

1.3 Explanations

All calculations for extended withholding tax are made in the first local currency
of the respective company code. This means that you have to maintain
amounts in the company code country currency.

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Financial Accounting

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No
2.1 Screen Output

Current System Settings

For posting Invoices

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For Payment Posting

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define withholding tax type for Invoice Posting

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In this activity, tax types applicable at the time of posting of vendor invoices,
need to be defined.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Calculation  Withholding Tax
Type  Define Withholding Tax Type For Invoice Posting

1.3 Explanations

These Tax Types must be stored in the vendor or customer master, which are
subject to TDS deductions.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

Note

Following indicators must always be switched on:

o “Post w/tax amount” - TDS deduction is activated only if this indicator is set
o “W/tax base manual” - allows changing base amount
o “Manual w/tax amnt” - allows changing TDS amount
o To activate rounding rules for tax types, table “T001RWT” needs to be updated with all
tax types, and the rounding up unit defined as “100”.

Additionally, the checkbox “Liable” in the vendor master and “W/tax” in the customer
master must also be switched on.

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define withholding tax type for payment posting

In this activity, tax types applicable at the time of posting of payments to

vendors, need to be defined.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Calculation  Withholding Tax
Type  Define Withholding Tax Type For Payment Posting

1.3 Explanations

These Tax Types too must be stored in the vendor or customer master, which
are subject to TDS deductions. These Tax Types are specially meant for
deduction of TDS at the time of payment of advance to vendors

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2.1 Screen Output

Current System Settings

However, it may be noted that if corresponding Tax Codes (refer later chapter), for
these Tax Types, are entered at the time of invoice postings (along with
corresponding Tax Codes for Tax Types for “invoice posting”), TDS will be
deducted both at the time of posting invoice and outgoing payment!!!
Hence, it is advised that while Tax Types both for “invoice posting” and “payment
posting” may be stored in the vendor master, corresponding Tax Code must be
stored only for “invoice posting”. While making a down payment to the vendor, the
Tax Code for “payment posting” will obviously appear blank, and needs to be
removed at that point.

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Withholding Tax Codes

In this step, Tax Codes need to be specified. These codes are attached to Tax
Types in the vendor and the customer masters

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Calculation  Withholding Tax
Code  Define Withholding Tax Code

1.3 Explanations

The codes contain the rates of tax, which includes the surcharge element (e.g.
if tax rate is 10.00% and surcharge is 10%, the rate to be specified in the field
“With/tax rate” is 11%).

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Maintain withholding tax type-company code assignment

In this activity you assign withholding tax categories to company codes.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Company Code  Assign
Withholding Tax Types To Company Codes

1.3 Explanations

In this activity, the following specifications must be made for each Tax Type:
o Indicators “With/tax agent” and “Subject to w/tax” must be clicked to activate
deduction of TDS on vendors and customers, respectively.
o Validity period must be specified for each Tax Type, under the vendor data.
As regard customers, the validity period is specified in the customer master
itself.
o In the field “W/tax number”, the TAN no.s for each section has been stored.

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Financial Accounting

Sr. Topics
No
2.1 Screen Output

Current System Settings

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Financial Accounting

Module Financial Accounting

Process/ Sub Extended Withholding Tax
Process

Sr. Topics
No
1.1 Overview and Data Definition

Define Accounts for Withholding Tax

In this step, G/L account determination is done for each Tax Type, for Chart of
Accounts “JCOA”, for SAP standard process “WIT”.

1.2 Customization Path

SPRO  Financial Accounting  Financial Accounting Global Setting 

Withholding Tax Extended Withholding Tax  Posting  Accounts For
Withholding Tax  Define Accounts For Withholding Tax To Be Paid Over

1.3 Explanations

The rules for the process key have been configured for account determination
to be done at the level of the tax type.

Sr. Topics
No
2.1 Screen Output

Current System Settings

1.2 Customization Path

SPRO  Financial Accounting  General Ledger Accounting  Business

Transaction Integration  Payroll Define Balance Sheet Accounts

1.3 Explanations

For certain transactions triggered in payroll accounting, automatic postings are

made to these accounts.

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