1. 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.

2. Document Configuration 4.6fi_10.2 Document - FI Number: 9999999999 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

3. 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

4. Document Configuration 4.6fi_10.4 Document Types

5. 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

6. Document Configuration 4.6fi_10.6 Document Number Ranges

7. 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

8. 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

9. 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

10. 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 40 50 AGD - Cust. item - outgoing invoice 01 31 AGS - G/L item - outgoing invoice 40 50 ETC.

11. 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 113000 Citibank-ChecksG005 420000 Office SuppliesG004... 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 York1000...

12. Document Configuration 4.6fi_10.12 Configuring Field Status

13. 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

14. Document Configuration 4.6fi_10.14 Enjoy Postings - Screen Variants

15. 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 $2000 1 2 3 Company CodeAccountDebitCredit 9999Alpha3000 1234Alpha2000 9999Internal Receivable2000 9999Cash5000 1234Internal Payable2000 Resulting Journal Entry……….. Intercompany Transactions Example: Central Payables

16. Document Configuration 4.6fi_10.16 Company Codes 9999 1234 9999 Company Codes Internal Receivable Internal Payable Intercompany Transactions Example: Central Payables

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

18. 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

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

20. Document Configuration 4.6fi_10.20 Condition A Account= 56000 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

21. Document Configuration 4.6fi_10.21 Creating a Validation

22. Document Configuration 4.6fi_10.22 Prerequisite: If the Account is 123000 and the Business Area is 202 If prerequisite is met, then substitute Cost Center 501 Substitution Steps

23. Document Configuration 4.6fi_10.23 Creating a Substitution

24. Document Configuration 4.6fi_10.24 Exit User Exits

25. Document Configuration 4.6fi_10.25 Results of Validation W: Account 123000 must be... FB01: Posting Doc. DateComp. Code Posting Date PKAccount W: Account 123000 must be... One starts the Trace function from the IMG and can be started in a parallel session. Trace Function

26. 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

27. 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

28. 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