Basic Settings Fico - Zaran

Course Description
The SAP Financial Accounting (FI) module provides integrated, online, real-time functionality for
processing, recording and maintaining the financial accounting transactions of the business for
external reporting purposes.
Objectives of FI:-
 Provides a general overview of the Financial Accounting module and its sub-modules
 Highlight the various integration points among the Financial Accounting sub-modules and
other SAP Modules.
The SAP Controlling (CO) is used by the Management of the Business Organization for the purpose
of Planning and for Decision – Making purpose. Controlling module is Internal Reporting activity
of the Business Organization. In this Controlling module, the data is flown from Financial
Accounting, Material Management, Sales Distribution and other modules of SAP
Copyright© 2016, ZaranTech LLC. All rights reserved

Objectives of CO:-
 Acts as a tool for the Management of the Business Organization for the purpose of Planning
and Decision Making
 It is closely integrated module with other SAP Modules.
CONTENTS:- PAGE NO:
Creation of Company ………………………… 1

Definition of Company Code …………….. 2
Assignment of Company Code to Company…………
Definition of Business Area
Definition of Fiscal Year Variant
Assignment of Fiscal Year Variant to Company Code
Definition of Chart of Accounts
Assignment of Chart of Accounts to Company Code
Defining of Account Groups
Definition of Retained Earnings Account
Definition of Posting Period Variant
Assignment of Posting Period Variant to Company Code
Opening and Closing of Posting Periods
Creation of Number Ranges and Document Types
Defining of Field Status Variant
Assignment of Field Status Variant to Company Code
Defining of Tolerance Group to Employees
Dfining of Tolerance Group of Accounts
Assign Users to Tolerance Groups
Global Parameters
BASIC SETTINGS - FI/CO
1. Project creation
Step 1.1: Creation of company
Meaning: - COMPANY: Company represents the group. It contains up to 6 characters. It

is alpha numeric. The definition of company is optional. A company can have any
number of company codes
Navigation:- SPRO Enterprise Structure Definition  Financial Accounting 
Define Company (T. Code: OX15)
Click on “New entries”
Company =KK11MM
Company name =KK11 Gayathri Group of Companies
City =Bangalore
Country =India
Language Key =English
Currency = INR
Click on “save”
Click on “Create request”
Short description =
Click on “save” and click Enter
Note:- Organizational structure consists of Group of company, in the company group
there will be companies and in the company there will be company codes
Step 1.2: Define company code
Meaning: It is the organizational unit in the financial accounting for which a complete
set of books of accounts are maintained for external legal reporting i.e. to prepare the
legal financial statements. It is four-character id. It is alphanumeric.
SPRO  IMG Activity  Enterprise Structure  Definition  Financial Accounting 

Edit, Copy, Delete, Check Company Code (OX02)
Double click on: “Edit Company code data” OX02
Click “new entries”
Company code =KK11

Company name = Gayathri Group of Companies
City =Bangalore
Country =India
Currency =INR
Language =EN
Click on “save”

Title = Gayathri group of Companies
Country = India
Click on “save” and Click on Enter on the Request message.
Step no 1.3: Assign company code to company OX16
Under this activity, we are going to link or assign the Company to Company Code which
we have created in Step 1.1
Navigation:- SPRO – IMG – Enterprise Structure  A ss ignment  Financial

Accounting  Assign Company Code (T. Code: OX16)
Click on position,
Company code = KK11
Click on Enter
Company = KK11 Click on Save
Note: - If any company code is a part of your company created then add the company
name in the company & save
Step1.4: Define Business area.
BUSINESS AREA: - It is the organizational unit in the financial accounting which

structures the organization according the geographical area of operations or the line of
activity to which the business transactions can be posted. The branches of the
organization can be taken as the business area. The purpose of the business areas is to
prepare the financial statements for the internal management analysis purpose. The
definition of the business areas is optional. The system identifies the expenses and
incomes with the business areas by specifying the business area while entering the
business transactions in the documents. The business areas are not assigned to any
company code. The business areas are created at client level. This enables any company
code can use the same business area.
Path: SPRO - Enterprise structure-definition-financial accounting-define business area

T. Code: OX03
Business area = Bangalore

Description = Bangalore H.O
Click “save”
2. Fiscal year variant
Step2.1: Define Fiscal year variant
Variant: - It is an object for which some values are defined. When this object is assigned
to another object then the values are also applicable to that other object. It is called
Variant principle. The variant principle is widely used in SAP. (Ex: V3 is object, values
are 12 months and 4 special periods, and is called as variant)
Path: SPRO-financial accounting-financial accounting global settings-fiscal

Year-maintain fiscal year variant - T code – OB29
Click on Position
Identify the variant i.e. V3 (April to March) V6 (July to June)

Select the required variant
Click on copy icon or (F6) replace this variant with your own naming convention
and click on save
Step2.2 Assign Company code to Fiscal year variant
Path: same as above- T code – OB37
Click on “position”, company code=KK11 click enter

Fiscal year variant = M4 Click on Save
If any warning messages are displayed ignore the warning message by clicking on
enter button in the key board.
3Chart of accounts: Combination of all the G/L accounts is called COA. There are 3
types of COA
a. Operating COA:-
b. Group COA: - It contains the list of all general accounts used by the corporate
group to prepare the consolidated financial statements.
c. Country specific COA: - It contains the general ledger accounts required to
meet the country specific legal requirements.
CHART OF ACCOUNTS
Chart of accounts is the list of general ledger accounts used by the organization. It is
compulsory to define the chart of accounts before creating the general ledger master
record. There are three types of chart of accounts.
1. OPERATIONAL CHART OF ACCOUNTS: It is the list of the general ledger

accounts used by the company code in to which all the daily business transactions are
posted. From this chart of accounts the financial statements are prepared. It is compulsory
that every company code should be assigned with one operational chart of accounts.
2. COUNTRY SPECIFIC CHART OF ACCOUNTS: It is the list of general ledger

accounts used to meet the country specific legal requirements.
3. GROUP CHART OF ACCOUNTS: It is the list of general ledger accounts used by the
entire corporate group to prepare the consolidated financial statements. The definition of
the group chart of accounts is optional.
The chart of accounts contains the data for every general ledger account such as name of
the account, number of the account, account group and maintenance language etc.
A chart of accounts can be used by the one or more company codes. In this case the name
of the account, account number and account group is same in all company codes. This is
possible when all the company codes are lying in the same country.
A company code can be assigned with two types of chart of accounts. I.e. operational
chart of accounts and country specific chart of accounts.
Step3.1: Define chart of accounts.
Path: SPROfinancial accountinggeneral ledger accountingG/L accountsMaster

recordspreparationsedit chart of accounts list – T. code OB13
Click on “new entries”

Chart of accounts =KK11
Description = KK11 COA (Chart of accounts for KK11)
Maintenance language = En
Length of GL A/c No = 06
Click on Save
Step3.2: Assign company code to chart of accounts - T code- OB62
Path: same as above.
Click on “position”, company code= click

enter
Chart of accounts = KK11 Click on
Save
Step3.3 Define account groups- T code-

OBD4
All the general ledger accounts of the organization are classified in to different groups
for the easy and convenient management of GL accounts. These are called the
account groups. The GL account master records are created under the respective GL
account group. For this we assign the number range for every GL account group. At the
time of creating the GL account master records we select the a number from the
number range of the accounts group under which the GL account master records is
created and give to the GL account master record. The following are the functions of the
gl account groups.
1. To control the number to be allotted to the general ledger master record created
under the respective group.
2. To control the display of fields to be maintained in the general ledger master
records created in the respective group. i.e. Whether every field is required or
optional or displayed or suppressed.
There is no limit to the maximum no of gl account groups. But the there should be
minimum two-gl account groups .i.e. balance sheet account group and profit and loss
accounts group.
We can add the gl account groups during the fiscal year if the need arises. We can
delete the gl account group provided no accounts are created in that group.

Path: same as above
Click on “New
Entries”
Chart of Account Group Name From A/c To A/c

Accounts
SCPL Share capital 100000 100099
RSPL Reserves and surpluses 100100 100199
ACDN Accumulated depreciation 100200 100299
SCLN Secured Loans 100300 100399
UNSL Unsecured Loans 100400 100499
CLPR Current Liabilities & Provisions 100500 100599
FAST Fixed Assets 200000 200099
CAST Current Assets, Loans & adv 200100 200199
SALE Sales 300000 300099
OTHR Other Income 300100 300199
INCR Incr/decr of stocks 300200 300299
RMCN Raw material consumption 400000 400099
PRSN Personnel cost 400100 400199
MFRG Manufacturing cost 400200 400299
ADMN Administration cost 400300 400399
INTR Interest 400400 400499
DEPR Depreciation 400500 400599
Click on save
Step3.4: Define Retained Earnings Account T code OB53
While creating the expenses accounts and incomes accounts we have to specify the profit
and loss account type. For this it is compulsory to create one retained earnings account.
We can define any no of profit and loss account types. For example operating profit and
loss a/c to know the operating profit and non operating profit and loss account to know
the non-operating profit or loss. At the year end the balances in these profit and loss
accounts are taken to the Balance sheet.
Path: same as
above
Chart of accounts =
KK11
click
enter
P&L statement a/c type =

X
Account = 100100 Click on Save

Warning message appears. Ignore it by clicking on Enter again.
BIL: - Balance carried forward
4.Posting Period Variant
The posting periods are defined in the fiscal year variant. To prevent documents from
being posted to wrong posting period, desired periods can be closed. Usually the
current posting period is open and all other periods are closed. At the end of period it
is usually closed and the next period is opened. A period is opened by entering a
range into the posting period variant which encompasses this period. It is possible to
have as many periods open as required. During the procedure of financial closing,
some special periods may also be open for closing postings. The following activities
are involved in the maintenance of the posting period variant
1 Define the posting period variant
2. Assign the posting period variant to the company code
3. Open and close posting period.
Step.4.1: Definition of posting period variant
Path: SPROfinancial accountingfinancial accounting global settingsdocument 

Posting periodsdefine variants for open posting periods T. Code:- OBBO

Variant = KK11
Name = Posting Period for KK11
Click on “save”
Step 4.2: Assign posting period variant to company code T. Code:- OBBP
Path: same as above.
Click on “position” button

Company code = KK11 Click enter
Variant = KK11 Click on Save
Step4.3: open and close posting periods T. Code: - OB52
Path: same as above

Variant = KK11
Account type =-
(to open the Normal posting periods)

From period 1 = 01 (April) year = 2016
To period = 12 year = 2016
From period 2 = 13 year = 2016

To period = 16 year = 2016
Click on save
5. Creation of number ranges for document types T. Code: - FBN1
DOCUMENT TYPES AND NUMBER RANGES
The business transactions are posted in to the system through an accounting process
called “posting”. As evidence of posting, a record is generated and stored in the database.
This record is called DOCUMENT.
There are two categories of documents.
1. Original documents. These include the vouchers, check book, purchase invoices,
copies of sales invoices and receipts. These a r e t h e b a s i s f o r entering
b u s i n e s s transactions in to the system.
2. Processing documents. These include the recurring documents, sample documents, and
accounting documents.
The accounting documents represent the posting of original documents into the system.
Every accounting document contains two parts.

1. Document Header. This part contains the data such as document date, posting date,
posting period, currency, company code, DOCUMENT TYPE. Etc.
3. Document line item part.
Rent a/c Dr 10000 (line item no 1)
To cash a/c 10000 (line item no 2)

A document can contain up to 999 line items.
The document line item part contains the data such as posting key, gl account no. and
amount etc. for every line item.
The document type controls the following.
1. The number to be assigned to the document
2. It differentiates the business transactions among the account types and for every
account type it differentiates among the nature of business transactions.
The document types are defined at the client level and are therefore valid for all company
codes. The standard system is delivered with documents types which can be used,
changed or copied.
The number ranges for document types are defined at company code level.

Step: creation of number ranges for document type “SA”
Path: SPRO-financial accounting-financial accounting global settings-document-

Document header-define document types- T code OBA7
Click on “position”
Document type = SA click enter
Select ”SA” document type line

Click on “details” button
Notice the properties of “Number range” (i.e. . Serial number of number range)
Click on “Number range information”

Company code = KK11
Click on” (change) intervals” button
Click on “(insert) intervals” button
No = 01
Year = 2016
From number = 1
To number = 100000
Click on “insert (enter)” button

Click on “save” and OK” button on the warning message.
6.Field Status Variant T. Code:- OBC4
During document entry, different fields are displayed depending on the transaction and
the account used. For example, when posting expenses, cost center and tax information is
usually required. However, when posting cash, this same information is not necessary.
These different displays during document processing are controlled by the field status.
For each category of general ledger account, e.g., cash accounts, expenses accounts,
you need to determine the status of every document entry field. Will text be required,
suppressed or optional for document entry when using these gl accounts? Will cost center
be required, suppressed or optional for document entry when using these gl accounts?
Etc., etc. these “rules” are grouped in to field status groups for each category of general
ledger accounts. The field status groups are collected under one field status variant.
The field status variant is assigned to the company code. No posting can be made until
this is complete. R/3 delivers a standard set of field status group. It is recommended to
copy the standard delivered field status groups and modify as necessary.
For every field we can maintain only either of the following status.
1. Suppressed status: if this is selected then that particular field is hidden in the
document while posting the business transaction.
2. Required status: if this is selected for a field then it is compulsory to give the
information in that field.
3. Optional status: if this selected for field then that field is displayed in the
document but we may or may not provide the information in that field.
In short the field status variant controls the display of fields to be entered at the
time of posting the transactions to the gl accounts (at the time of the document
entry)
All the fields in which we can enter the information at the time of the document entry are
grouped in to 41 groups which default delivered along with the soft ware. We have to
copy all these groups in to our field status group and make necessary setting.
Step6.1: definition of field status variant
Path: SPRO-financial accounting-financial accounting global settings-Document-

Line item-controls-Maintain Field status variant
Select “0001” field status variant line

Click on “copy as” button
FSTV =
Field status name = click enter
Click on “copy all” button and click enter on the message
Select”--------“field status variant line created above
Double click “field status groups”
Double click on the field status group “G001”

Double click “General data”
Select “Required entry” option against “Text” field. Click on Save
Double click on field status group “G001”

Double click “additional account assignments”
Select “Required entry” option against “Business area” field Click on Save

Double click on “General data”
Select “Required Entry” option against “text” field click save

Double click “additional account assignments”
Select “required entry” option against “Business area” field Click on Save

Double click on “payment Transactions”
Select “Required entry” option against “value date” Click on Saves
Step6.2: Assign company code to field status variant
Path: same as above T. Code O B C 5

Click on “position”
Company code = click enter
Field status variant = Click on Save
7. Tolerance groups
Tolerance groups for gl accounts: setting the maximum limits equal to which or below
which the differences in balance sheet gl accounts are automatically taken to the profit
and loss account or some predefined account like sundry balances written off a/c. based
on the requirements of accounting department we define different tolerance groups and
we assign them in the respective gl account master records. Based on the limits specified
in those tolerance limits, the differences in that gl account is automatically transferred to
profit and loss account. The limits are applied at account level not for the every
transaction level in that gl account
A tolerance group can be assigned in any number of gl account master records. But a gl
account master record can be assigned with only one tolerance group. The upper limits
can be specified either for the debit difference or for credit difference separately.
Tolerance group for employees: For the employees of the accounting dept. we define
the upper limits for posting procedures. The following are the posting procedures.
1. The amount of a document an employee can post into gl accounts, vendor

accounts, customer accounts and asset accounts
2. The amount of the open item he can deal with
3. The percentage of cash discount he can offer or post
4. The amount of payment difference he can accept.
Step7.1: Define tolerance groups for G/L accounts T . Code:- OBAO Path:
SPRO: - financial accounting-general ledger accounting-business
Transactions-open item clearing-clearing differences – define tolerance groups for
G/L accounts

Company code = KK11
Tolerance group =A
Name = T o l e r a n c e group for A
Click on “save”
Step7.2: define tolerance groups for employees T. Code:- OBA4
Path: same as above

Group =
Company code = KK11
Amount per document = 99999999
Amount per open item = 9999999
Cash discount per line item = Click on Save
Step7.3: assign users to tolerance groups
Path: same as above

User name = s a p user
Tolerance group = Click on Save
8.Global parameters
Step: enter global parameters T. Code:- OBY6
Path : SPRO-financial accounting – financial accounting global settings – company

Code – enter global parameters
Click on “position” button

Company code = click enter

Select “ “company code line
Click on details button
Select “Business area financial statements”
Select “propose fiscal year”
Select “define default value date”
Select “negative postings allowed” Click on Save

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Course Description

Copyright© 2016, ZaranTech LLC. All rights reserved

CONTENTS:- PAGE NO:

Creation of Company ………………………… 1