Creating a new company in SAP ECC 6.0 – Part 3

<< Part 2 | Main Menu |

 

Define field status variant | Assign Company code to field status variant | Define document number range | Define tolerance group for employees | Define tolerance group for G/L Accounts

 

1. Define field status variant

 

Field status variant and field status groups are important while posting G/L accounts. It is here that we decide which fields are required, optional or hidden/suppressed while posting entries.

Let us assume while posting a general entry we need narration. It is here that we make the ‘narration’ field mandatory.

 

  • SPRO > IMG > Financial Accounting > Financial Accounting Global settings > Documents > Line item > Controls > Define field status variants:

 

Steps:

  1. You might notice that there are already few Field Status Variants already defined. Here, select/highlight the first line item or the first field status variant that you see on screen ( 0001 : Field status for 0001)
  2. Click on the ‘Copy as…’ icon that is just above the table or press F6 function key after selecting the first line
  3. Once you have copied the first line item rename ‘0001’ to your own unique ref. (In our example: FWFS) and Change the description. (In our example: ‘Field status for ADFW’)
  4. Once that is done hit the enter key/button.
  5. A new window pops up! Here select ‘COPY ALL’
  6. We are copying default settings. Once copying is done you get a message “No of dependent entries copied: 41”. That is correct so TICK okay.
  7. SAVE! Your field status variant is defined successfully.
  8. Let us assume you wish to alter certain fields as required/optional/suppress. Click on ‘position’ chose your field status variant. (In our example: FWFS). Select/highlight this line and double-click on ‘Field Status Groups’.
  9. Here you will see various default field status groups. Let us double-click on the first one ‘G001 : Genreal’.
  10. This is your general ledger posting field criteria. Double-click on ‘General Data’.
  11. Let us assume that while posting any general entry in SAP we need a narration. For our company that is a must. Now to set this field as REQUIRED we select ‘Req Entry’ for TEXT.
  12. Once you have changed your desired fields click SAVE!
  13. Like so, when you post a general entry you got to enter a narration or else you cannot post!

 

2. Assign Company code to field status variant

 

  • SPRO > IMG > Financial Accounting > Financial Accounting Global settings > Documents > Line item > Controls > Assign company code to field status variants:

Steps:

  1. Click on Position
  2. Enter your company code (Eg: ADFW)
  3. Enter field status variant (Eg: FWFS)
  4. Save

3. Define Document number range

 

Document numbers are nothing but the serial numbers that appear on each voucher. Companies normally have different number range for different voucher types: Purchase voucher, payment voucher, Receipt voucher etc

There are two ways of doing this:

Method one:

  1. Transaction code: OBA7
  2. This option shows a list of all document types.
  3. Double click on any document type or scroll down to see ‘SA : General Ledger Account Document’ – Double click on this
  4. It displays ‘Document type’, ‘Number range’ and other info.
  5. The two digits ‘Number range: 01’ is important for this task. We will remember that for now.
  6. Click on ‘Number range information’ button that is located just opposite to ‘Number Range: ‘
  7. Note: Above steps are additional in method one. From here follow method two. They are the same

 

Method two:

  1. SPRO > IMG > Financial Accounting > Financial Accounting global settings > Document > Document number ranges > Define Document no range:
  2. Both the ‘method one’ steps and ‘method two’ menu brings you here
  3. Key-in your Company code (Eg ADFW) and click on ‘Change intervals’
  4. Press ‘Insert interval’ button
  5. Here under ‘New Interval’ window we update our number range for
    General Ledger.
  6. No: 01 (To get this number we went through ‘method one’. If you know your ‘number range’ skip ‘method one’.)
  7. Year: Your financial year start year (in our example 2016)
  8. From number: Let us say 1,000
  9. To number: 10,000 (Assuming we might post 10k entries)
  10. Current number: In case you are starting from any existing number range enter the continuation number or else leave it at ‘0’ zero.
  11. Ext: External number range. If you wish to manually give a number each time you post an entry tick this or else leave it un-checked. One reason for using this option is when data is migrated from any other ERP software into SAP and you still want to keep the old number range.
  12. SAVE
  13. If you want to define number range for a different document type (vendor invoice) click on ‘Interval’ – top left button and continue or else click on the back button and exit.

 

4. Define tolerance group for employees

 

  • SPRO > IMG > Financial Accounting > General ledger accounting > Business transactions > Open item clearing > Clearing differences > Define tolerance group for employees: or TC OB57

 

Steps:

  1. New entries
  2. Enter 4 digit unique group ID. (In our example leave it blank)
  3. Enter your company code (ADFW)
  4. Currency: This is default currency of your Company Code and cannot be edited.
  5. Upper limits for posting procedure:
    1. Amount per document: Enter your upper limit (eg: 999.999.999.999,00)
    2. Amt per open item account item: Enter your upper limit (Eg: 999.999.999,00)
    3. Cash discount per line item: Enter a limit allowed % for the group. (Eg: 10)
  6. Permitted payment differences:
    1. For ‘Amount’ enter 100 for both Revenue and Expense
    2. For ‘Percentage’ enter 10 for both Revenue and Expense
      1. Note: USD 100 or 10% whichever is lower
    3. Cash discnt adj. to : Leave this blank for both Revenue and Expense
  7. SAVE

 

5. Define tolerance group for G/L Account;

 

  • SPRO > IMG > Financial Accounting > General Ledger Accounting > Business transaction > Open item clearing > Clearing differences > Define tolerance group for G/L Accounts > or (TC OBA0)

Steps:

  1. New entries:
  2. Update company code
  3. Tolerance group: Leave this blank but enter a description: “Tolerance group for ADFW”
    1. While learning it is better not to mention a tolerance group as this will interfere during posting entries.
  4. Tolerances for groups of G/L accounts in local currency: Update your tolerance limit or leave it blank.
  5. SAVE

 

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