BALANCES UP LOADING
Company going live in SAP from 1st December 2008 unloads – take balances as on 30th November 2008 and enter in SAP – P & L Account balances as well as Balance Sheet Account balances.
Company going live in SAP from 1st April 2008 on wards, - Take Balance Sheet account balances as on 31.03.2008 in SAP don’t enter all the transactions –
Reasons:
1. In normal accounting all vendors, Customers, Assets are part of General Ledger where as in SAP we have sub ledger concept.
2. In normal accounting –for vendors/ customers –Purchases /Sales transactions and advances will be entered in one account where as in SAP we have normal items and special GL Item.
3. In normal accounting for Fixed Assets- We have account wise acquisition value and accumulated depreciation where as in SAP for Fixed Assets, we have each sub asset wise acquisition value and accumulated depreciation.
4. In normal accounting depreciation in a provisional figure where as in SAP it is actually calculated figure.
5. In normal accounting raw material consumption is a derived figure.
Opening stock +Purchases –Closing stock whereas in SAP we maintain each material wise quantity, rate and amount and raw material consumption is actually calculated figure.
6. In normal accounting we will not pass production entries and delivery entries where as in SAP, system pass production entries and delivery entries with production cost.
Procedure
1) We should enter day to day date in SAP production client till balances are up loaded and tallied.
2) Incase of Vendors /Customers we have to prepare a statement showing only open items which should match with trail balance figure.
3) Incase of Assets, prepare a statement showing each asset wise acquisition value and accumulated depreciation which should match with trail balance figure.
4) Incase of materials, prepare as a statement showing Material wise, Quantity , Rate and Amount which should match with Trail Balance figure.
5) We have to create 5 dummy accounts under any account group.
A) GL Clearing
B) Vendor clearing
C) Customer clearing
D) Asset clearing
E) Stock taking
F)
6) After uploading balances, if the above 5 clearing accounts become zero, Then our date takeover is correct
Trail Balance (For opening balances)
Debit Credit
Equity share capital 500000
Party A/c 100000
Accumulated Dep. P & M Machine no.40 300000
Sales 400000
P & M –Machine no.40 500000
Party X 200000
Inventory RM 100000
Cash account 150000
RM Consumption 350000
--------- ----------
1300000 1300000.
======= =======
- GL clearing A/c
- Vendor clearing A/c
- Customer clearing A/c
- Asset clearing A/c
- Stock taking A/c
1. To take GL Credit side items:Tr code F-02)
GL clearing A/c Dr 1300000
To Equity share capital a/c 500000
To Vendor clearing a/c 100000
To Asset clearing a/c 300000
To Sales a/c 400000
2. To take GL debit side items (F-02)
Asset clearing Dr 500000
Customer Dr 200000
Stock taking Dr 100000
Cash account Dr 150000
Raw material consumption Dr 350000
To GL Clearing 1300000
- A) Prepare a statement showing each vendor wise bill wise open item and
advances which showed match with trail balance .
Party A
Bill no.1 400000 Cr
Bill no.2 50000 Cr
Bill no.3 30000 Cr
Advance 20000Dr 100000 Cr
B) Entry for Vendors (f-43)
Vendor clearing Dr 115000
Party A (SPLGLA) Dr 200000 à advances to vendor
To party A-BIL1 No.1 400000 } Sundry creditors
To party A-BIL1No.2 500000 }
To party A-Bill No.3 45000 30000 Sundry creditors
4 (A) Prepare a statement showing each customer wise bill wise open items and advances which should match with trail balances
Party X
Bill no.1 50000 Dr
Bill No.2 1800000 Dr
Advance 30000 Cr 200000 Cr
4 (B) Customer balances F-22
Party X- Bill no.1 Dr 50000 Sundry debtors
Party X-Bill no.2 Dr 180000 Sundry debtors
To party X (SPL GLA) 300000 Advances from customer
To Customer clearing 200000 Advance from customer
5(A) To make fixed assets P & M GL account and accumulated depreciation plant & Machinery GL Account as non-reconciliation accounts and pass. F-02
40 Plant & Machinery 500000
50 Accumulated Depreciation P & M 300000
50 Asset clearing 200000
Non-reconciliation means in FS00
For Plant & Machinery GL A/c and accumulated depreciation P & M GL A/c
Reconciliation a/c type –Assets remove
5 (B) Creation of asset masters:
| |
AS01 LSMW
Use the Tr code is AS01
Asset class :AML2000 Dept A
Company code :AML
Description :Machine no.40
Give the capitalized date :20.06.2006
Select time dependent tab
Business area :AMLH
Select depreciation areas tab
Depreciation key :AML1
Use life :15 years Period 4 months
Ordinary deprecation date :01.04.2008
Save
5 (C ) To take over acquisition value and accumulated depreciation for asset 2000004-0
It will not updated our GL Accounts since account for account type –Assets.
Path :SPRO-Financial accounting –Asset Accounting –Asset data transfer –manual online transfer –Create/Change /Display legacy asset (The Tr code is AS92)
Double click on change legacy asset
Give the asset no. :200004
Sub number :0
Company code :AML
Select takeover values button
Ignore the warning message press enter
Cumulated acquisition value :500000
Accumulate ordinary deprecation :30000
No book values :200000
Save
5. D) To make fixed assets P & M A/c and accumulated depreciation P & M account as reconciliation accounts.
Path :SPRO-Financial accounting –Asset accounting –Preparing for production start up-Production start up-Set or reset reconciliation accounts (Tr code is OAMK)
Select company code :AML
Double click on change control of reconciliation account folder
From the menu select Edit –selections –select all
Select set reconciliation indicators for all accounts button
Save
Press enter to save in your request
6 (A) To propose a statement showing each material –match with trail balance.
Material Qty Rate Amount
RM1 2000 20 40000
RM2 7000 5 35000
RM3 2500 10 25000
---------
100000
======
6 (B) Creation of material masters (Transaction code MM01) –and in accounting
view –For moving average price
RM1 20
RM2 5
RM3 10
Use the transaction code MB1C
Movement type :561 Qty
RM1 2000 Kgs
RM2 7000 Kgs
RM3 25000 Kgs
Save
Accounting entry will be generated automatically
Inventory RM Dr 1000000 BSX
To stock taking 1000000 GBB BSA
Closing procedure
In the year end what steps we have to do April 2008 –March 2008 fiscal year 2008
In last week of March 2009
1. To carry forward Vendor and Customer balances to next year.
Path Accounting –Financial accounting-Accounts payable –Periodic processing –Closing –Balance carry forwarded ( Tr code is F.07)
Give the company code :AML
Carry forwarded fiscal year :2009
Select , select customer check box
Select , select vendors check box
Deselect detail log check box
Execute
Ignore the warning message press enter
One time exercise for each year
2. To carry forwarded asset balances
We can open 2 years at a time
2007 2008
To open 2009 we have to close 2007
A) To check which year is closed for asset accounting
Path :Accounting -Financial accounting –Fixed assets –Periodic processing –year end closing –Undo-Entire company code (Tr code is 0AAQ)
Select position button
Give the company code :AML
Enter
To close fiscal year 2008 (not mandatory step)
Up to periodic processing the path is same –Year end closing –Execute (Tr code is AJAB)
Company code :AML
Fiscal year to be closed 2008
Deselect text run check box
Form the menu select Program- Execute in back ground
Enter
Select immediately button
Select save button (down side)
We get a message Back ground job was scheduled for program RAJABS00
To check whether the job is processed or not
From the menu select System –Services-Jobs –Job overview
Select execute button
To view result of the job
Select job RAJABS00 check box
Select spool button
Select spool no .check box
Select display content button
To close only year for asset a accounting we have to post depreciation for all assets and for all months
C) To open fiscal year 2009 for asset accounting
Path :Up to period processing the path is same –Fiscal year change (Tr code is AJRW)
Give the company code :AML
New fiscal year :2009
Deselect test run check box
From the menu select program execute in back ground
Enter
Select immediate button
Select save button
We get a message back ground job was scheduled for program RAJAWE_00
To check whether the job is processed or not
From the menu select System à Services à Jobs job overview
Select execute button
To view the result of job
Select job RAJAWE00 check box
Select SPOOL button
Select SPOOL no.check box
Select display contents button
3. To carryforward GL Balances
Path :Accounting –Financial accounting –General Ledger –Periodic processing –Closing –Carryforward-Balances carryforward new Tr cod is FAGLGVTR
Ledger :select OL leading ledger
Company code :AML
Carryforward fiscal year :2009
Deselect test run check box
Select output list of results check box
Select balances in retired earning check box
Execute
Select retired earning accounts button
Select back arrow
Select Balances sheet accounts button
To copy number range interval for next year
Path :SPRO-Financial accounting –Financial accounting global settings –Document –Document number ranges –copy to fiscal year (Tr code is OBH2)
Ignore the message press enter
Company code :AML
To fiscal year details under source fiscal year :2008
To fiscal year under target fiscal year details :2009
Execute
Select Yes button
To open periods for next year
April 2009-March 2010
April 2009-April 2009 Fiscal year 2009
1st 1, 2009-1,2009 |
April 2008-March 2009 | à Mandatory
2nd March 2009-March 2009 à Optional
12, 2008-12,2008
Path :Up to document the path is same –Posting periods –Open and close posting periods
Select position button
Posting period variant :AML
Enter
For AML
From period 1 is 1 (April )
Year :2009
To period :1
Year :2009
From period :2
Period :12 March to March
Year :2008
To period :12
Year :2008
Select save button or Ctrl+S
Save in your request
How to open special periods
On 15.04.2008 –Accounts Dept Finalized profitability management, management adjustment entries.
To post in special periods
April 2009 –March 2010 Fiscal year 2009
April 2009 –April 2009
1st 1, 2009 -1, 2009
April 2008 –March 2009 Fiscal year
March 2009-March 2009
13,2008 -13,2008
Same path :OB52
For variant :AML
From the period2 :13
Year :2008
To period :13
Year :2008
Save
How to post to special periods (F-02)
(Adjustment of management entries )
Document date & Posting date :28.03.2009
Type :SA
Company code :AML
Posting key :40
Account no. :400100 Salaries A/c
Enter
Change the period to 13
Enter
Ignore the warning message press enter
Amount :500000
Business area :AMLH
Text :Salaries provision
Posting key :50
Account no. :100500 Outstanding exp
Enter
Amount :*
Business area :AMLH
Text :+
Select document –Simulate and Save
Go and see the GL A/c FS10N
Give the GL A/c No. :400100 Salaries A/c
Fiscal year :2008
Business area :AMLH
Company code :AML
Execute
