FI Financial Accounting Quarles: Flya Kite Financial Accounting External Accounting Stockholders Cash Flow Profit & Loss Balance Sheet Bankers, Lenders External Auditors IRS, Taxing Authority Quarles: Flya Kite SEC FI/CO Organizational Structure Elements Client Company Code Chart of Accounts Fiscal Year Variant Credit Control Area Quarles: Flya Kite 3 Client Highest hierarchical level in an SAP system A complete database containing all the tables necessary for creating a fully integrated system Master records are created per client Quarles: Flya Kite 4 A COMPANY CODE IS... A BALANCED SET OF BOOKS Quarles: Flya Kite 5 Company Code A required structural element A legally independent entity The smallest organizational unit for which accounting can be carried out Where business transactions are processed Where accounts are managed Where legal individual financial statements, such as the balance sheet and the profit and loss statement, are created Quarles: Flya Kite 6 Chart of Accounts A listing of the accounts A chart of accounts must be assigned to every company code Several company codes can use the same chart of accounts – A different chart of accounts can be used if a different grouping of the chart of accounts is required Flya Kite uses FICH Quarles: Flya Kite 7 Fiscal Year Variant Used to define the fiscal year for the company – Standard year = 12 periods – Special periods = up to four Allow additional closings of the books during or at the end of the year Quarles: Flya Kite 8 Credit Control Area An organizational unit or area of responsibility created to control customer credit limits A company code is assigned to one and only one credit control area Multiple company codes can be assigned to one credit control area Quarles: Flya Kite 9 CLIENT CHART OF ACCOUNTS FICH CREDIT CONTROL AREA = FIFL COMPANY CODE FIFL Quarles: Flya Kite 10 Master Data Describes items or objects used in a business such as accounts, materials, vendors, customers The information usually remains unchanged over an extended period of time Each master data record is unique in name or number Quarles: Flya Kite 11 FI Master Data MASTER DATA GL G/L ACCOUNTS Quarles: Flya Kite AP AR VENDORS CUSTOMERS 12 G/L Master Records A master record must be created for every G/L account – Business transactions are posted to G/L accounts – Line items are displayed by G/L account Account number 10000_ _ _ Bank Account Account number 20000000 Accounts Payable Quarles: Flya Kite 13 G/L Master Records Chart of Accounts information – G/L account number – G/L account name – Account type: Balance sheet or Income Statement – Account group: Info that controls creation of the master record in the company code Quarles: Flya Kite Account number 10000000 Chart of accounts Balance sheet account P&L statement acct type Account group 14 Account Group Identifier that controls which fields must be entered when the account is created Can determine a valid number interval for the G/L account Must be created before creating G/L master records - configuration data Quarles: Flya Kite 15 Account groups Chrt/accts Acct group From acct To account Description FLCH FLCH FLCH 10000000 60000000 11000000 Quarles: Flya Kite BSA PLA RAA 39999999 79999999 30000000 Balance sheet P & L accounts Reconciliation 16 G/L Master Records Contains Company Code information – Account Currency – Tax Category Used for country specific taxes during pricing – Reconciliation Account for Account Type – Open Item Management Whether each item in an account must be used to clear other line items in the same account – each line must zero out before it can clear – Line Item Display Quarles: Flya Kite 17 Company Code Information Sort key – Necessary when Line Item display is selected – Determines the field that will be used to sort the line items Posting date Document date Cost center Others Quarles: Flya Kite 18 Company Code Information Reconciliation account – Accounts receivable, Accounts payable, Fixed Assets, etc. When you post to an account in the sub-ledger, the system automatically posts to the corresponding reconciliation account The general ledger is automatically updated Quarles: Flya Kite 19 Reconciliation Account Customers Subledger Customer1 Customer2 1000 2000 Accounts Receivable 3000 Reconciliation Account Quarles: Flya Kite 20 Reconciliation Account Vendors Subledger Vendor1 Vendor2 3000 5000 Accounts Payable 8000 Quarles: Flya Kite Reconciliation Account 21 Company Code Information Field status group – An identifier which controls which fields appear on a G/L document which uses this account - configuration data – Sets screens for entering data so they are specific to the account or to the transaction Quarles: Flya Kite 22 Master Data MASTER DATA GL AP AR G/L ACCOUNTS VENDORS CUSTOMERS Quarles: Flya Kite 23 Accounts Payable Master Records - Vendors A master record must be created for every vendor Centralized data for both MM & FI General data Address Control data Payment transactions Quarles: Flya Kite Company code data Account management Payment transactions Purchasing org data Purchasing data Partner functions 24 Vendor Master General data Address screen Vendor Name Search Term Address screen Control Payment transactions Street address, City, Postal code Country Language Telephone, Fax, Data numbers Quarles: Flya Kite 25 Master Data MASTER DATA GL AP AR G/L ACCOUNTS VENDORS CUSTOMERS Quarles: Flya Kite 26 Account Receivable Master Records - Customers A master record must be created for every customer Centralized data for both SD & FI General data Address Control data Payment transactions Quarles: Flya Kite Company code data Account management Payment transactions Sales area data Sales Shipping Billing ... 27 GR/IR account: a suspense account Purchase Requisition No Impact on Finance Purchase Order Integration MM- FI Goods Receipt Via Automatic Account Assignment Goods Receipt Inventory Dr $150 Quarles: Flya Kite Cr Expenses or Dr $150 Cr GR / IR Dr Cr $150 28 GR/IR account Invoice Receipt GR/IR Dr Cr Payment Vendor Dr $150 $150 Quarles: Flya Kite Cr $150 Cash Dr Cr $150 $150 29 Customer Master Address screen Control data screen Address screen Customer Name Marketing screen Unloading points screen Foreign trade screen Contact persons screen Search Term Sales screen Shipping screen Street address, City, Postal code Billing screen Taxes screen Country Output screen Partner functions screen Language Telephone, Fax, Data numbers Quarles: Flya Kite 30 FI Transactions Quarles: Flya Kite Procurement Process Purchase Requisition Vendor Outline Agreement or Scheduling Agreement Demand Accounts Payable Quarles: Flya Kite Invoice Verification Goods Receipt & Inventory Mgt. Purchase Order 32 Document Document Principle 1000010 In SAP, transaction postings are always stored in document form The document remains as a complete unit in the system until it is archived Only complete documents can be posted A document consists of a document header and at least two line items Quarles: Flya Kite 33 Tolerances Groups for Account Postings Amount limits for your employees which control – the maximum document amount the employee is authorized to post – the maximum amount the employee can enter as a line item in a customer or vendor account – the maximum cash discount percentage the employee can grant on a line item – the maximum acceptable tolerance for payment differences for the employee Quarles: Flya Kite 34 Tolerance Group for A/R & A/P Handles differences in payment and residual items which can occur during payment settlement Allocate a tolerance group to each vendor in the master record – Tolerances up to which differences in payment are posted automatically to expense or revenue accounts when clearing open items Quarles: Flya Kite 35 Controlling CO Where the company “really” finds out what is going on! Quarles: Flya Kite Cost Element Accounting Which costs are incurred ? Product related costs (Direct , traceable costs) Material Labor Overhead costs (Indirect costs) Admin wages Depreciation Interest Cost Center Accounting Product Cost Accounting What for? Product Quarles: Flya Kite Where are the costs incurred? Purchasing Manufacturing Administration Sales 37 Cost Elements CO FI General ledger accounts P & L accts Primary cost elements Bal. sheet accts Expense accts Secondary cost elements Revenue accts Quarles: Flya Kite 38 Primary Cost Elements A way to identify which type of cost Salaries, utilities, selling expenses Cost that arise from consumption of goods/services from outside of the enterprise Must be created in the GL chart of accounts in FI Each posting to a cost element must be assigned either to a cost center or an order Quarles: Flya Kite 39 Secondary Cost Elements Used exclusively in CO for allocations and settlements Internal cost allocations Created and exist ONLY in CO Cannot exist in FI The internal value flows such as allocations and overhead calculations Secondary cost elements are allocated to cost objects within CO Represent activity values produced in internal cost allocations Quarles: Flya Kite 40 Cost Centers and Cost Elements Closely linked in SAP Each posting to a cost element is assigned either to a cost center or an order Data is subdivided between both cost centers and cost elements for analysis Cost Centers = where Cost Elements = which Quarles: Flya Kite 41 Distributions A method of allocating primary costs Primary cost element is the same in the sender and receiver Cost element retains its character: same element in receiver as it was in sender Sender cost centers and receiver cost centers are documented in the CO document Quarles: Flya Kite 42 Distributions Identity of the cost in the Sender Cost Center Rent Expense $10,000 Cost center A060 Quarles: Flya Kite Primary Cost Element Distributed Rent Expense 780000 Identity of the cost is the same in the Receiver Cost Centers Sales & Mktg Rent Exp Mfg $2,500 Rent Expense Adm $5,000 Rent Expense $2,500 Nature of cost (i.e., rent expense) comes across to receiver 43 Assessments A method of allocating both primary and secondary costs Iterative or hierarchical Primary costs are grouped together and transferred to receiver cost centers as a single secondary cost element Sender cost centers and receiver cost centers are documented in the CO document Quarles: Flya Kite 44 Assessments Secondary Cost Sender Cost Center Receiver Cost Centers Element Information Systems Costs = $100,000 (wages, paper, depreciation, etc) Cost center A070 Allocated IS costs 800000 Sales & Mktg IS Assessment $25,000 Admin IS Assessment $25,000 Mfg IS Assessment $50,000 Nature of costs is unknown to receiver Quarles: Flya Kite 45 FI/CO Transactions EXERCISE FI/CO01: CREATE GENERAL LEDGER B/S ACCOUNT – We will create a bank account manually. A bank account is an asset account located in the Balance Sheet EXERCISE FI/CO02: CREATE GENERAL LEDGER GR/IR ACCOUNT EXERCISE FI/CO03: CREATE P/L ACCOUNTS – Now that the vendor account has been created, the corresponding rent expense account is to be created in your chart of accounts using a reference account. Also, a utilities expense account is to be created. Using a reference account copies much of the detail data from the reference account to the account being created thus saving time making repetitive entries. Quarles: Flya Kite FI/CO Transactions EXERCISE FI/CO04: CREATE GENERAL LEDGER P&L ACCOUNTS – To process billing we will need Profit & Loss Statement accounts for Sales Revenue and Sales Discounts EXERCISE FI/CO05: RUN GL ACCOUNTS REPORT – This report will give you a summary of all accounts assigned to your company code. EXERCISE FI/CO06: CREATE PRIMARY COST ELEMENTS – Primary cost elements: are costs that arise through the consumption of goods and services that originate from outside the company. They represent the link between FI and CO. This exercise creates the linkage between FI cost elements (GL accounts in FI) and the cost element categories to which they will link in CO. Quarles: Flya Kite FI/CO Transactions EXERCISE FI/CO07: CREATE VENDOR MASTER RECORD – Flya Kite has rented new office space. The accountant in charge is requested to create a new vendor account for the real estate company. EXERCISE FI/CO08: G/L DOCUMENT ENTRY – You receive the utility bill for the month for the plant and it must be paid immediately. The bill is for $1,000. The expense must be recorded in the General Ledger. It will be initially charged to the Administration cost center and charged out to manufacturing cost centers later. EXERCISE FI/CO09: DISPLAY ACCOUNT BALANCES (OR LINE ITEMS) Quarles: Flya Kite FI/CO Transactions EXERCISE FI/CO10: POST VENDOR INVOICE – Ross’ Rockin Rentals has sent the invoice for the first month’s rent of $350. Please post the invoice using the accounts you have created in your Company code. EXERCISE FI/CO11: DISPLAY ACCOUNT BALANCES (AND/OR LINE ITEMS) EXERCISE FI/CO12: POST OUTGOING PAYMENT – The invoice of Ross’ Rockin Rentals is due for payment now. You are requested to clear the invoice amount by posting an outgoing payment using the bank account (no. 10000_ _ _) of your chart of accounts. Quarles: Flya Kite FI/CO Transactions EXERCISE FI/CO13: POST OUTGOING PAYMENT – The invoice of Widgets & Things (created in the Procurement Logistics exercises) is due for payment now. You are requested to clear the invoice amount by posting an outgoing payment using the bank account (no. 10000_ _ _) of your chart of accounts. EXERCISE FI/CO14: RECEIVE PAYMENT FROM CUSTOMER – A sale to a Crosby Trinkets was processed and billed in the Sales Logistics system. That customer has now received the invoice and sends you payment. The payment will be posted to his G/L account. Quarles: Flya Kite FI/CO Transactions EXERCISE FI/CO15: CREATE DISTRIBUTION CYCLE – Distribution accomplishes the charging of primary costs from a collection cost center to all of the cost centers that benefit from the incurrence of that primary cost. Periodically, usually at the end of the month, the primary cost element will be allocated (charged) to the receiving cost objects. The distribution process distributes the balance(s) from the original sender(s) to the receivers. The original sender account is credited and the original receiver account is debited by the distribution. In this manner the distributed primary cost retains its identity in the receiving cost object’s expense list. EXERCISE FI/CO16: REVIEW ACTUAL LINE ITEM REPORT – This exercise allows you to see how the rent expense cost element has been distributed to the various receiving cost objects using the statistical key figure set up as the basis for the distribution. Quarles: Flya Kite FI/CO Transactions EXERCISE FI/CO17: CREATE ASSESSMENT CYCLE – With assessment both primary and secondary postings can be allocated. You can define cost allocation by assessment if the composition of costs is not important for the receiver – for example, receiver cost centers rarely require detailed breakdowns of cafeteria costs. In our case, certain charges from the local utility company are known to be exclusively attributable to the Manufacturing cost centers. Therefore, once a month the utility charges are assessed from the Administration cost center to the Manufacturing cost centers. EXERCISE FI/CO18: REVIEW ACTUAL LINE ITEM REPORT – Review how the utility expenses have moved from cost center to cost center as assessed costs with no indication as to coming from the utilities cost element 750000. Quarles: Flya Kite
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