Document type and no. ranges

Document type and no. ranges

In normal accounting, account person only will pass all the entries. He will get voucher no’s continuously. In SAP voucher we call it as document.

           

FI Accounts Person     MM Stores Person           SD Sales Person

Material Receipt                                                       1

Payment                    2                     

Sales                                                                                                              3

Receipt                      4

To get document number serially SAP has given document type

Doc.type                    SA                               RE                              RV

No.Range                  01                                02                                03

No.Range interval   1-100000                   100001-200000        200001-300000

We are getting the document no’s continuously by seeing the document number we can tell where it is generated.

In a year 100000 vouchers are consumed system gives a message we give available numbers 300001-400000

Path:SPRO-Financial accounting-Financial accounting Global settings –Document –Document Header-Define Document Types (Tr.code:OBA7)

Select position button

Document type select                     : SA

GL Account document

Enter

Select type                                        :SA

Select details button (Ctrl+Shift+F2)

Number range                                  :01

Select number range information button

Give the company code                  : AML

Select change intervals button (↓)

Select interval button

No.range                                           :01

Year                                                    :2008

From number                                   :1

To Number                                        :100000

Current number                               :0

Deselect external(Ext) check box

If we select external check box, we have to give at the time of  posting what should be the document number.

Select press enter.

Select save button or Ctrl+S

Ignore warning message press enter

Number range interval can’t be transported to production client – what ever number for development client for testing.

1.      Consultant is an outsider – he does not know how many document numbers are required for each area.

2.      All the departments want to have 1—100000 which is not possible. In live environment, before going live all the department heads sit together and decide for production client.

What should be FI document number

What should  be MM document number

What should be SD document number.

SAP have given two options.

Opetion1: Year specific                                          Option 2: Common to all years

01-2007-1-100000   500000  500001                   01-9999-1-100000

01-2008-1-100000   3000        3001                      53000-53001-53002

1^st Entry

Date:24.09.2008                                           9999 means any year

Posting date:24.09.2008                             in 2^nd option we don’t know how many

2^nd Entry

Entry date:29.09.2008                                 Documents we have posted for each year

Posting date:31.03.2008

Note: companies follow 1^st option.

Posting periods entry at end user area

Posting periods entry at end user area:

Path: Accounting –Financial accounting –General Ledger - Environment –Current settings-open and close posting periods ( Transaction code :S_ALR_87003642)

Select position button

Posting period variant: AML

Enter

Authorization Group

Authorization Group:

This screen is required every month in production client nobody will have access for customization areas.

The same screen is given at user level when it is available at user level, the users will misuse.

SAP has given authorization group.

BASIS Administrator gives authorization group say X and X will be assigned to user IDs manager accounts and deputy manager accounts.

When we open the system with the above user IDs then only we can change the periods at the user level.