Accounts groups
100000 Equity share capital
100001 Cash account
100002 Preference share capital
100003 SBI current Account
We
have created 1000 accounts
We
want to view current assets balance or transaction.
We
can not get directly-we have to verify each and every account and add the
respective accounts- in this example account no.100001 and 100003
We
are preparing balance sheet on liabilities we have items like share capital,
Reserves & surplus-We have to verify each and every account and assign to
the respective items-it takes so much time to assign accounts.
To
get account balances directly or to assign accounts easily SAP has given
account groups.
Chart of accounts AML
|
Accounts groups Share capital
(100000 - 100099)
| |
Accounts Current assets
(200000-200099)
When
we create the accounts, we create within the range. Cash account will be
created within the range of 200000-200099."
Equity
share capital will be created within the range of 100000-100099.
When
we want to see current assets balances-we give current assets or at the time of
crating balance sheet for Share capital-we give the range 100000-100099
While
crating account groups we take client's balance sheet and crate the
groups-after implementation also we wants to see the way he used to get.
WHILE
CREATING THE ACCOUNTS GROUPS:
1
Series for liabilities
2.Series
for assets
3.Series
for income
4.Series
for expenditure
We
have 1000 accounts the user at the time of posting to expenditure account he
need not see all accounts he gives 4 only expenditure accounts will appear.
CUSTOMIZATION (TR.CODE.OBD4)
path: SPRO-Financial accounting-General ledger
accounting- GL accounts-master data-preparations-Define account group
select
new entries button
Chart of accounts
|
Account group
|
Name
|
From account
|
To account
|
AML
|
SCPL
|
Share
Capital
|
100000
|
100099
|
AML
|
RSPL
|
Reserves
& Surplus
|
100100
|
100199
|
AML
|
ACDN
|
Accumulated
depreciation
|
100200
|
100299
|
AML
|
SCLN
|
Secured
Loans
|
100300
|
100399
|
AML
|
UNSL
|
Unsecured
loan
|
100400
|
100499
|
AML
|
CLPL
|
Current
Liabilities and Provisions
|
100500
|
100599
|
AML
|
FAST
|
Fixed
Assets
|
200000
|
200099
|
AML
|
CAST
|
Current
Assets loans & Advances
|
200100
|
200199
|
AML
|
Sales
|
300000
|
300099
|
|
AML
|
OTHER
|
Other
Income
|
300100
|
300199
|
AML
|
INCR
|
Increase
/ Decrease in stocks
|
300200
|
300299
|
AML
|
RMCL
|
Raw
material consumption
|
400000
|
400099
|
AML
|
PRSN
|
Personnel cost
|
400100
|
400199
|
AML
|
MFRG
|
Manufacturing
Expenses
|
400200
|
400299
|
AML
|
ADMN
|
Administration
Expenses
|
400300
|
400399
|
AML
|
INTR
|
Interest
|
400400
|
400499
|
AML
|
DEPR
|
Depreciation
|
400500
|
400599
|
Select
save button on Crtl+S
Select
your request and press enter and save in your request
6
digits
1000000 100099 Share
capital 1000-1099 100000000-1000000099
Reserves
& Surplus
Accumulated
Depreciation
Unsecured
loans
Current
Liabilities & Provision
Fixed
Assets
Afterwards
we require liabilities account groups with 1 series –10 account groups.
How
many groups we can crate with 1sries . available accounts
(1999-1599)=400 accounts. New account groups with 1series we can
create 400/100=4 groups .
(1999-1599)=400 accounts. New account groups with 1series we can
create 400/100=4 groups .
Now
we have to go for –5 series .
The
user at the time of posting first the will give 1*
If
the account is not there then he will check with 5*
When we use 6 digits:
Afterwards
we require liabilities account groups with 1 series to 10 account groups. How
many groups we can create with 1 series available accounts
(199999-100599=99400) accounts.
For
each account group we are assigning 100 accounts new account groups with 1
series. We can create 99400/100=944 accounts groups. 5/6/7/8/ digits.
Retained earnings accounts:
In
the year end: P & L account balances transfer to
surplus in P & L A/c Reserves & Surplus (100100-100199) Balance Sheet
A/c balances –carry forward to next year as opening balance.
This
is required in the year end and not during the implementation. SAP has made
mandatory this step during the implementation. If the consultant does not do
this step, we will have problems in the year end.
Though
accounts are not yet created assign on account for retained earnings account
purpose. We can specify retained earnings account any account number which is
with in range 100100-100199.
Generally
we specify the first account i.e.100100 as Retained earnings account and when
we start creating the accounts the first account to be created is 100100
surplus in P & L Account.
Path: SPRO – Financial accounting – General ledger
accounting – GL Accounts – Master Data – Preparations – Define retained
earnings account.
Give
you chart of accounts AML enter. The transaction code is OB53 .
Account
assignment
P
& L Statement type ‘X’
Account
100100
Select
save button or Ctrl+S
We
get a warning message account 100100 not created in chart of accounts AML.
Ignore
the warning the message press enter. Press enter once again to save in the
request.
Accounts
creation is at end user area and the transaction code is FS00
P
& L type Account
No.
400300 Rent Account
400300 Rent Account
P
& L A/c X 100100
Balance
Sheet A/c.
In
the year end the balance will go to account no.100100
100000
Equity share capital
P
& L A/c
Balance
Sheet A/c. Select
In
the year end the balance will go to the same account as opening balance 1 and 2
series for Balance Sheet Accounts 3 and
4 series for P & L Accounts.
a)
Net
operating profit (operating income – operating expenses.
b)
Net
non-operating profit (non-operating income non operating expenses)
400300 Rent account P & L Account
No.
Type
Select X 100100 Net
operating profit
P
& L Statement A/c type X Y 100101 Net
non operating profit
Balance
Sheet A/c.
In
the year end the balance will go to account no.100100
300100
profit or sale of shares.
P
& L A/c.
P&
L Statement A/c. type Y
In
the year end the balance will go to account no.100101.
Fiscal
year Fiscal
year variant
Indian
companies periods April
to March +4 special periods V3
US
Companies Jan
to Dec.+4 Special Periods K4
July
to June+4 Special periods V6
Oct.
to Sep+4 special periods V9
April
2014 – March 2008 Accounting year 2014-15.
In
SAP we will call it as fiscal year 2014.
July
2014-June 2015 Fiscal
year 2014
Oct.2014 –Sep.2015 Fiscal
year 2015
2014 2015 Fiscal year
April
2014-March 2015 9 3 2014
July
2014-June 2015 6 6 2014
October
2014-September 2015 3 9 2015
It
is above 6 months in next year take next year otherwise same year.
April
2014 March 2015 Fiscal year 2014
1 12 13 14 15 16
(Normal
periods) (Special
periods)
For
year end adjustment purpose SAP has given special periods .
Special
periods are part of March
March
will have total 5 periods 1noraml period 4 special periods.
To
get the profitability and different stages SAP has given special periods.
Why special periods are required:
20th
March 2015 we have declared profitability up to February 2015 to the management
profitability figures should not be changed.
Users
should be allowed to post transactions only for March 2015.
April
2014-March 2008 Fiscal year 2014.
Open
periods March 2015-March 2015
For
posting 12,2014 - 12,2014
No
user can post transaction before March 2008 and after March 2008.
30.03.2015 April
2014- March 2015 Fiscal year
2014
April 2015- March 2016 Fiscal year 2015.
Open
periods March 2015-March 2016
12,2014 -12,2015
15/04/2008
accounts dept. finalized profitability for the year ended 31/03/2015
Management
adjustment entries
Entry Date 05/05/2015 Periods date 31/03/2015 to update last year ledger.
We
get profitability finalized by management audits by Auditors.
20/05/2015 No.of ratification entries
Entry Date 22/05/2015
Posting date 31/03/2015 to update last year ledger.
We
get profitability finalized by auditors. To day we want to see profitability
finalized by accounts department . we can not got March 2008 includes normal
entries .
Management
adjustments and auditors rectification entries.
Auditor
is asking to show rectification entries list we can not get the list
separately.
To
get profitability separately or to get the rectification entries list
separately SAP has given special periods.
Usage
of special periods is optional.
Special
periods can come in the same month or different months.
Here
stage means department profitability, Management profitability and Auditors
profitability – the state can come in the same month or different months.
Accounts
Dept. profitability April
2015
Management
adjustments and
Auditors
rectification entries May
2015
How
special periods will be used:
April
2014-March 2015 Fiscal
year 2014
20th
March 2015 open periods for posting March
2015-March 2015
12,2014….12,2014
No
user can post transactions
before
March 2015 and after March 2015.
April
2014-March 2015 F.Y 2014
April
2015-March 2016 F.Y.2015
15/04/2015 accounts dep. finalized profitability for the year end 31/03/2015 Management
adjustment entries.
05/05/2015 March 2015……..March 2016.
Open
periods 13,2014………12,2015.
Entry
date :05/05/2015
Posting
date :31/03/2015 to update last year ledger period 13
We
get profitability finalized by Management audit by a auditors.
22/05/2015 no.of rectification entries.
Open
periods March 2015 …. March 2016
14,2014 ……
12,2015
Entry
date :22/05/2015
Posting
date :31/03/2015 to update
last year ledger
Periods
14
We
get profitability finalized by auditors.
Accounts
dep. Profitability : 1-12
Management
Profitability 1-13
Auditors
finalized profitability 1-14
List
of auditors rectification entries 14-14
SAP
known only calendar year periods –we have to convert calendar year periods to
our accounting year periods.
Month Days Periods Year
shift
January 1 31 10 -1
February 2 29 11 -1
March 3 31 12 -1
April 4 30 1 0
May 5 31 2 0
June 6 30 3 0
July 7 31 4 0
August 8 31 5 0
September 9 30 6 0
October 10 31 7 0
November 11 30 8 0
December 12 31 9 0
April 2015
April
2015 – March 2016 F.Y.2015
In
which year it is coming 2015
As
which year we are calling in SAP 2015
Year
shift 0
January 2016
In
which year it is coming 2016
As
which year we are calling in SAP 2015
Year
shift -1
Posting
05/01/2016 update 2015
Ledger
not 2016 ledger
Oct.2008-Sep 2016 F.Y.2016
Month
Days Periods Year shift October 2015
1 31 4 0 In which year it is coming as which
2015
2 29 5 0 year we are calling in SAP 2016
3 31 6 0 year shift +1
4 30 7 0
5 31 8 0 January 2009
6 30 9 0 in which year it is coming 2016
7 31 10 0 as which year we are calling
8 31 11 0 in SAP 2015
9 30 12 0 year shift +1
10 31 1 0
11 30 2 0 posting 05/10/2015 update 2016 ledger
12 31 3 0 not 2015 ledger
Path : SPRO – Financial
accounting – Financial accounting Global settings – Fiscal year – Maintain
fiscal year variant (Maintain shortened fiscal year) (Trs. code is OB29
Select
position button fiscal variant V3
Enter
Select
fiscal variant V3
Double
click on periods folder
Select
back arrow
Select
new entries button
FV : B1
Description
April to March 4 Special periods
Do
not select year depend check box
If
we select year depend check box – when we save it will ask for year – when we
give year 2015 – The conversion is applicable only for the year each year we
have to create the conversion.
If
we deselect year dependent check box – The conversion is common for all years.
Deselect
calendar year check box
If
we select calendar year check box – It takes
Month
1 (Jan)will be as period 1
Month
4(April ) wil be as period 4
Where
as we require month 4(April) should be as period 1 so deselect calendar year
check box.
No.
of posting periods :12
No.of
special periods :4
Select
save button or Ctrl+ S
Select
your request press enter and press enter save in your request.
Select
Fiscal year variant :B1
Double
click on periods folder.
Select
new entries button
First
column Month
Second
column Day
Third
column Period
Last
column Year shift
Month
Day Period Year
Shift
1 31 10 -1
2 29 11 -1
3 31 12 -1
4 30 1 0
5 31 2 0
6 30 3 0
7 31 4 0
8 31 5 0
9 30 6 0
10 31 7 0
11 30 8 0
12 31 9 0
save
Assign company code to a Fiscal year variant
Path: SPRO – Financial accounting – Global settings – Fiscal year –
Assign company code to a Fiscal year variant (Tr. code is OB37)
Select
position button
Give
your company code: AML
Enter
For
company code: AML
Assign
fiscal variant :V3
Select
save button
Ignore
the warning message press enter and press enter to save in the request.
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