Unit 3 – Document Control

Document principle: A document is saved for every posting. The document remains as a complete unit in the system until it is archived.

 Every document is uniquely identified by the following fields:

·         Document Number

·         Company Code

·         Fiscal Year

Documents in SAP ERP Financials contain the following:

·         A document header (information that applies to the entire document)

·         Between 2 and 999 line items

Two important control keys:

·         Document type for the document header

·         Posting key for the line items

The SAP system generates at least one document for every business transaction. Each document receives a unique document number. The system can assign the document numbers (= internal assignment) or the user can assign the number when entering the document (= external assignment).

The document type controls the document header and is used to differentiate the business transactions to be posted, for example, vendor invoices, customer payments, and so on.

Document types are defined at client level and are therefore valid for all company codes.

A business transaction can create more than one or more documents. In the system , if an document created without accounting will not have an accounting effect.

Compact journal document journal is RFBEL00, CREATED at client level.

Document types define the following:

·         Number ranges for document numbers

·         Account types permitted for postings

·         The field status of the Document Header Text and Reference Number

·         Whether invoices are posted with the net procedure

Document type controls document storage . always  store original documents under the number of system document. if original  document has an external number

·         Enter original number in reference number in header

·         Note the number in system document

Except for Document type AB that allows postings to all account types; all other document types limit the types of accounts you can post to.

Document number range

The document number range defines the range of numbers that must be assigned as document numbers.

·         Internal numbering: The system saves the last document number that was taken from the number range in the Current Number field and assigns the number following the current  number as the next document number

·         External number assignment: The user enters the number of the original document, or the number is transferred automatically from another system. The numbers can be alphanumeric.

The document number range must be defined for the year in which it is used. There are two options:

·         To a fiscal year in the future: At the beginning of a new fiscal year, the system continues to use the number after the current number as the next number. It does not restart at the first number of the number range.

·         For every fiscal year: At the beginning of a new fiscal year, the system starts again with the first number of the number range. This helps to ensure that the number range is sufficient

·          

1.       One number range can be assigned to several document types.

2.       number range can be assigned to document types for general ledger view

Posting key

Like document types, posting keys are also defined at client level. The Posting Key has control functions within line items which controls

To which type of account the line item can be posted to

·         If the item is posted as a Debit or Credit

·         The field status of additional details

·         Whether the line item is connected to a payment transaction

·         Whether the posting is sales-relevant and the sales figure of the account is to be updated by the transaction,

Field Status

Field Status controls what information to be displayed when document processed

The Hide field status cannot be combined with the Required Entry field status. This combination causes an error.

Exception Rules for Field Status Group

·         If business areas are used, the business area field must be ready for input. We can activate it by enabling business area financial statements for the company code.

·         Entries in tax fields are only possible if the general ledger account is relevant for tax.

For each group of general ledger accounts, for example, cash accounts, expense accounts, you have to define the status of every document entry field.

This information is divided into field status groups for each group of G/L accounts. You assign field status groups to the respective general ledger accounts in the general ledger account master records

·         The field status groups are summarized in one field status variant.

·         The field status variant is assigned to your company code(s).

·         No posting can be made until this is complete.

If a document is posted to a sub ledger account, the field status group of the reconciliation account is used.

By changing the field status definitions of posting keys and the field status group, we can make the field status either transaction-dependent or account-dependent.

Posting Periods

Posting periods are defined in the fiscal year variant.

During period closing, you open special periods for closing postings. Thus, two period intervals must be open at the same time.

·         At the end of a period this period is usually closed and the next period is opened.

·         During period closing, you open special periods for closing postings.

Several company codes can use the same posting period variant.

1.       In the document header, the periods assigned to the account type “+” are checked. This is the first check. Therefore the account type “+” must be open for all periods that are supposed to be open for any other account type.

2.    Posting periods can be handled differently for different account types, that is, for a certain posting period, postings to customer accounts may be permitted while postings to vendor accounts may not.

3.       At the line item level, the system checks the account type of the posting key to ensure that the period is open for the assigned account type.

An authorization group may be assigned to the first period interval. Then, only users belonging to this authorization group have the permission to post in the first period interval. It makes sense to use the first range for the special periods and authorize only the accountants involved in closing to post in the special periods.

With the new General Ledger Accounting, a third period interval is displayed. In this interval, open periods are stored for the real-time integration CO . FI.

The third interval is used to control whether FI postings triggered from CO really should be able to be posted in the periods. If the third interval is not filled, the entries in intervals 1 and 2 are also valid for these postings.

When entering a document, among other items, you enter the posting date – the system automatically determines the posting period and fiscal year based on the posting date entered.

Posting Authorization

The maximum amount is defined per company code in “tolerance group”. This is also where the processing of payment differences is controlled.

In tolerance groups you can enter upper limits for the following:

·         Total amount per document

·         Amount per customer/vendor item

·         Cash discount a user with this tolerance group is able to grant

The currency is the local currency of the company code

Tolerance group “____” usually contains values which are meant to apply to most employees. Also if any user is not assigned any tolerance group, same is applicable to it.

Simple Documents in Financial Accounting

The SAP Financial Accounting component uses one posting transaction for several different  postings, for example: 

·         G/L account postings

·         Customer invoice postings

·         Customer credit memo postings

·         Vendor invoice postings

·         Vendor credit memo postings

1.       Document Structure Contains Document Header Document Line Item Detail Tab.

2.       Every document is uniquely identified by the following fields: Document number Company code Fiscal year Document Header Document Line Item.

3.       Document Structure contains two important control keys: Document Type Posting Key Line Item.

4.       The SAP system records at least one document for every business transaction. False True.

5.       Document Type Defines Number ranges for document numbers Account types permitted for postings The field status of the document header fields .Document Header Text. And Reference Number. Whether invoices are posted with the net procedure Posting Keys.

6.       One number range can be assigned to several document types False True.

7.       The Posting Key controls Function Within Line Item To which Account Type Line item can be posted If the Item is posted as a debit or credit The field status of additional details Type of Document All.

8.       Posting keys are defined at Company Code Level True False.

9.       Link between field display options and system prefrence. HIDE, DISPLAY DISPLAY,OPTIONAL ENTRY HIDE,REQUIRED ENTRY REQUIRED ENTRY,OPTIONAL ENTRY REQUIRED ENTRY,DISPLAY.

10.   Field Status Groups of general ledger account define the status of every document entry field. False True.

11.   You have assign field status groups to the respective general ledger accounts in the general ledger account master records at Chart of Account Level. True False.

12.   The field status groups are summarized in one field status variant. False True.

13.   If a document is posted to a sub ledger account, the field status group of the reconciliation account is used. False True.

14.   By changing the field status definitions of posting keys and the field status group, the field status can be made transaction-dependent and account-dependent. False True.

15.   If the user assigns the document number manually, this is _________________number assignment.

16.   ______________numbers may be alphanumeric.

17.   Every company code may define its own document types. False.

18.   Every company code may define its own document number ranges. False True.

19.   At the beginning of a new fiscal year, the system always starts the document number assignment again at the start of the number range. True False.

20.   Document number ranges may overlap. True False.

21.   The _________________group controls the field display during document entry.

22.   Posting keys are defined at client level. False True.

23.   Elements that influence the field status of document line items Field status group Posting key. Gl Account used Account Group All.

24.   Each __________________ has to have Field Status Group General Ledger Account Variant Parameter Chart of Account None.

25.   You can have as many posting periods open as desired False True.

26.   By Defining the Fiscal Year Variant you may define the Open or Close Posting Period True False.

27.   During closing, two period intervals must be open at the same time. Therefore, two period intervals can be entered in the posting period table. False True.

28.   Several company codes can use the same posting period variant. For all company codes assigned, the posting periods are opened and closed simultaneously. False True.

29.   What symbol is used if Posting Period Variant is used for all Account Types. "+" "/" " " "-".

30.   Posting periods can be handled differently for different account types False True.

31.   you enter the posting date - the system automatically determines the posting period and fiscal year based on the posting date entered. False True.

32.   The posting period variant is assigned to the _______________ company code Client Fiscal Year Variant Business Area.

33.   Posting periods are opened and closed automatically. True False.

34.   The accounting manager has to define Tolerance Group for Payment controls. Upper Limit and Lower Limit for payment amount is define here for the user False True.

35.   In defining tolerance group you can enter upper limit for following Total amount Amount per customer/vendor item Cash Discount a user with this tolerance group none.

36.   In SAP ERP Definition of Tolenrance Group is limited True False.

37.   6. If users are not assigned to any special tolerance group, then entries in the tolerance group “/” are valid for them. True False.

38.   “” is used for default tolerance group False True.