Document Configuration 4.6fi_10.1 Chapter 10 Document Configuration The system is based on the Document Principle which states that every business transaction creates a document. Document configuration through the IMG defines the structure of each type of document. Chapter Objectives –Provide a detailed understanding of what a system document is, how it is structured, and for what it is used. –Be able to configure the system such that documents (which represent business transactions) are created and appear as desired.

Document Configuration 4.6fi_10.2 Document - FI Number: Line items: DR. ABC Sandwiches $60 CR. Sales Revenue $60 One financial transaction generates one FI document with a unique Document Number. Invoice - SD Number: 999 To: ABC Sandwiches From: Fruits & Vegetables Ltd. 1 box of tomatoes$60 Total$60 The Document Principle

Document Configuration 4.6fi_10.3 Debits = Credits Document Header Document NumberDocument Type Posting DateCompany Code Document DateCurrency Line Item 1 Posting Key Account Amount Line Item 2 Posting Key Account Amount Structure of a Document

Document Configuration 4.6fi_10.4 Document Types

Document Configuration 4.6fi_10.5 Document Type Net Vendor Invoice. Account Types. Net Document Type Document TypeBilling Document. Transfer from SD. Account TypesReverse Document Type. ASK KN ADS RV AB Special Document Types

Document Configuration 4.6fi_10.6 Document Number Ranges

Document Configuration 4.6fi_10.7 Posting Key Posting Key Description Debit/Credit Account Type 01 Invoice Debit Customer 40 Debit Entry Debit G/L Account 50 Credit Entry Credit G/L Account 15 Incoming Pmt Credit Customer

Document Configuration 4.6fi_10.8 G/L Accounts DebitsCredits 40Debit entry50Credit entry Vendors DebitsCredits 21Credit memo31Invoice 22Reverse invoice32Reverse credit memo 25Outgoing payment35Incoming payment Customers DebitsCredits 01Invoice11Credit memo 02Reverse credit memo12Reverse invoice 05Outgoing payment15Incoming payment Examples of Posting Keys

Document Configuration 4.6fi_10.9 TransactionDoc. TypePost. Key F-02 Enter G/L Account PostingSA40 F-64 Park Customer InvoiceDR01 F-66 Park Vendor Credit MemoKG21 F-67 Park Customer Credit MemoDG11 Default Values for Document Processing

Document Configuration 4.6fi_10.10 Company Code Acct type Doc. Type XXPH G/L AccountsSA XXPH Customers DR XXPH Vendors KR Default Values for Enjoy Postings DOCUMENT TYPES FOR ENJOY TRANSACTIONS POSTING KEYS FOR ENJOY TRANSACTIONS Transaction Debit Credit SAK - G/L account posting AGD - Cust. item - outgoing invoice AGS - G/L item - outgoing invoice ETC.

Document Configuration 4.6fi_10.11 G/L Account is assigned to Field Status Group Field Status Group is assigned to the Field Status Variant G/L AccountField Status Group Citibank-ChecksG Office SuppliesG Fld Status GroupText G004Cost Accounts G005Bank accounts... Field Status Field Status Variant is allocated to Company Code CCCompany NameCityFld. Stat. Var. 0001SAP Inc.Philadelphia0001 US01Company TemplateNew York

Document Configuration 4.6fi_10.12 Configuring Field Status

Document Configuration 4.6fi_10.13 Link Rules SuppressSup.N/A 1 Sup. RequiredN/A 1 Req.Req. OptionalSup.Req.Opt. Suppress Required Optional Posting Key Field Status Group vs. G/L Account Master Record Field Status Group If a conflict occurs Then link rules are applied Screen Layout Link Rules

Document Configuration 4.6fi_10.14 Enjoy Postings - Screen Variants

Document Configuration 4.6fi_10.15 ALPHA bills……….. Company Code 9999$3000 Company Code 1234$2000 Company Code 9999 pays both bills Company Code 1234 owes CoCd 9999 $ Company CodeAccountDebitCredit 9999Alpha Alpha Internal Receivable Cash Internal Payable2000 Resulting Journal Entry……….. Intercompany Transactions Example: Central Payables

Document Configuration 4.6fi_10.16 Company Codes Company Codes Internal Receivable Internal Payable Intercompany Transactions Example: Central Payables

Document Configuration 4.6fi_10.17 Validation/ Substitution Document System Check Data Entry Validations and Substitutions Ensuring Data Integrity

Document Configuration 4.6fi_10.18 If Company Code = 9999 Then Business Area = BS01 If Company Code = 9999 Then Business Area <> BS02 Company Code9999 Business AreaBS02 Company Code9999 Business AreaBS02 Substitutions (Data Entry) Validations (Data Entry) Validation Substitution Company Code 9999 Business Area Company Code 9999 Business Area E: Company Code ‘9999’ cannot post to Business Area ‘BS02’. Substitution (Result) Company Code 9999 Business Area BS01 Validation and Substitution Example

Document Configuration 4.6fi_10.19 AM FI PC CO KC GL GRPSGSGU LC MC Validations and Substitutions Integration Application Area/Callup Point

Document Configuration 4.6fi_10.20 Condition A Account= Condition B Cost Center =3300 Message Exit/ Document Posted True False True Transaction Data If false, then a message results. Different types of messages can be configured. Prerequisite<BSEG>$HKONT=‘56000’ Check<BSEG>$KOSTL=‘3300’ Validation Steps

Document Configuration 4.6fi_10.21 Creating a Validation

Document Configuration 4.6fi_10.22 Prerequisite: If the Account is and the Business Area is 202 If prerequisite is met, then substitute Cost Center 501 Substitution Steps

Document Configuration 4.6fi_10.23 Creating a Substitution

Document Configuration 4.6fi_10.24 Exit User Exits

Document Configuration 4.6fi_10.25 Results of Validation W: Account must be... FB01: Posting Doc. DateComp. Code Posting Date PKAccount W: Account must be... One starts the Trace function from the IMG and can be started in a parallel session. Trace Function

Document Configuration 4.6fi_10.26 Document Configuration Chapter Summary Key Terms: –Document Principle –Document Structure –Document Header –Posting Date –Document Date –Document Type –Posting Key –Noted Item

Document Configuration 4.6fi_10.27 Key Terms: –Document Number Range –Account Type –Field Status –Field Status Group –Link Rules –Screen Variant –Default Values –Intercompany Document Document Configuration Chapter Summary

Document Configuration 4.6fi_10.28 Key Terms: –Validation –Substitution –Rule –User Exit –Callup Point –Trace Function –Enjoy Posting –Complex/General Posting Document Configuration Chapter Summary