 Tata Consultancy Services 1 Financial Information

 Tata Consultancy Services 2  SAP AG Master data in Financial Information Master data in Financial Information

 Tata Consultancy Services 3 Target Group Audience: Officers responsible for maintaining the master data related to Finance

 Tata Consultancy Services 4 Contents Concept of Organizational structures Maintaining Master records : GL Master Data

 Tata Consultancy Services 5 Course Objectives Understand the organizational structure concept and how your company is mapped into it Maintain the GL master records which is the backbone of all the transactions at E+L At the conclusion of this course, you will be able to:

 Tata Consultancy Services 6 ORGANIZATION STRUCTURE CLIENT co.code BA COA1COA2 E+L GmbH E+L IndiaGermanyBrazil Medical Equipment Printing Machiner y Control & Automation Textile Machinery

 Tata Consultancy Services 7 Company Code - Chart Of Accounts Relationship

 Tata Consultancy Services 8 CLIENT 200 CHART OF ACCOUNTS ZINT COMPANY CODE ZEL Organisational Structure at E+L

 Tata Consultancy Services 9 Chart of Accounts Structure Retained earnings Reconciliation Accounts AccountGroup

 Tata Consultancy Services 10 General Ledger Accounting: Overview

 Tata Consultancy Services 11 Account Group Account Group determines the field status. You can assign one of the four following field statuses to all the fields in a field group:  Field requires an entry (required field)  Field permits an entry (optional field)  Field contents are displayed only (display field).  Field is suppressed (field is not shown) This status should not be used since the fields that are displayed should be ready for input when you create a master record.

 Tata Consultancy Services 12 Account Group is relevant for the following: G/L Account Master Data Entry Screen Layout Example of G/L Account Master Data Entry Screen Layout Account Number Assignment Change to the Account Group Field Status Definition Field Status Definitions for Transactions: G/L Account Master Data …..cont...Account Group

 Tata Consultancy Services 13 GL Account Master Record View in Chart of Accounts in Company Code

 Tata Consultancy Services 14 You can control the management of accounts in terms of  Account balance display  Open item management  Line item display You make your specifications for account management in the master record of the account. The account balance is always available to all accounts. You must set the line item display and open item management options in the account master record. Account Management:

 Tata Consultancy Services 15 The account balance display provides the following information:  Opening balance for balance sheet accounts  Total of all postings per posting period, separated according to debits and credits  Balance per posting period  Accumulated balance of the account The transaction figures and the account balance are managed in local currency for each G/L account. Account Balance :

 Tata Consultancy Services 16 Open Item Management: Used for checking whether a group of postings in an account balances to zero. Select the open item management field in the master record of the account.:e.g. For a GR/IR clearing account, you want be able to check whether corresponding invoices were received for the goods received for a purchase order. For this account, open item management should be designated in the master record. For accounts with open item management, it is ensured that the open items always stay available, as you can only archive documents if all line items are cleared. If you subsequently define open item management for a G/L account, this entry only applies to the items which are posted afterwards. At the date of the change, the account must display a zero balance. Also, when canceling this marking, the balance must be zero. You should therefore clear the remaining open items before making the change in the master record.

 Tata Consultancy Services 17 Line Item Display: You indicate whether you require line item display in the master record of the G/L account.The system lists all the line items in an account.

 Tata Consultancy Services 18 should not Line item display should not be used for the following accounts:  Reconciliation accounts  Reconciliation accounts where line item display is called up from the sub-ledger only. For example, you can call up the line items for the accounts "Receivables" and "Payables" from the vendor or customer accounts. "Revenue""Stock,"  Accounts that have a summation function in your accounts and that are analyzed by another application, such as the accounts "Revenue" and "Stock," for example.  Output and input tax accounts  Output and input tax accounts, since tax information is required only in connection with the document. For example, the system checks the tax line item when you post the document. Consequently, you do not need to reconcile output tax accounts.

 Tata Consultancy Services 19 Sort Sequence for Line Item Display With line item display, the items are sorted on the screen. The system uses certain selected document fields for the standard sort sequence. These are: Special G/L indicator Clearing date Clearing document number Allocation Fiscal year Document number

 Tata Consultancy Services 20 Access Authorization Access to a master record may be restricted to protect master data from unauthorized changes. Authorizations may be assigned differently depending on function (create, change, or display). For ex., Display G/L account master records -- all employees Creating and Changing G/L account master records -- GM and Asst.. Manager Authorization management Authorization are set up as per Authorization management

 Tata Consultancy Services 21 Automatic Postings When posting documents, the system adds automatically created line items to manually entered items when necessary. For example: tax amount, cash discount amount, profits or losses from foreign currency translations (exchange rate differences) can all be calculated and posted automatically by the system. You can decide that accounts to which these automatic postings are made can only be posted to automatically. This will prevent any manual postings to this account.

 Tata Consultancy Services 22 Master Record Maintenance Functions maintain G/L account master records: The following functions are available to maintain G/L account master records:  Create  Change  Display  Block and unblock  Mark for deletion

 Tata Consultancy Services 23 Sub Ledger The Sub-Ledgers are linked to the GL via the Reconciliation Accounts So there is real time updation of GL Accounts at the time of transaction in the subsidiary ledger Special GL Accounts Concept of Special GL accounts for down payments Miscellaneous