FICO ( SUMMARIZED)

FISCAL YEAR
1) Fiscal year types.
a) Year Specific/Year dependent Fiscal year.
b) Year independent Fiscal year
1) Calendar Year.
2) Non Calendar year.
2) Fiscal Year Variant only defines the number of periods and their start and finish
dates.
3) SAP determines the posting period from the posting date.
4) Posting periods can be defined up to 12 and Special periods up to 4.
5) Posting periods can be up to 999 and Special periods can be up to 99 – Posting
periods more than 16 (Including special periods) can only be used for special
purpose ledger applications.
6) A shortened fiscal year is a fiscal year having less than twelve months. The
definition of a shortened fiscal year is always year-dependent, since it
represents a year-related exception.
7) For year specific fiscal year – Posting periods for each fiscal year needs to be
defined in configuration with reference to calendar years.

IMG: Financial A/cing>Financial A/cing Global setting>Fiscal Year>Maintain Fiscal

year variant.

CURRENCIES

1) For Every combination of two currencies different exchange rates can be

maintained which can be distinguished using Exchange rate types:
i) Historical Rate. ii) Bank selling rate. -B
iii) Bank buying rate. - G IV) Average rate. -M
v) The rate on certain key dates.
2) A Currency key must be assigned to every currency used. A currency key can
have a validity date.
3) The relationship between currencies must be maintained per exchange rate
type and currency pair using translation ratios.
4) For maintaining exchange rates for each exchange rate types, one of the
following tools can be used.
a) Inversion
b) Base currency
c) Exchange rate spreads.
5) Using report RFTBFF00/RFTBDF07 (SE38) enables to transfer external market
data in multi cash file form to update automatically the exchange rate table.
6) Direct quotation : One unit of foreign currency is quoted for the local
currency.
1 US$ = 46 Rs.
Indirect quotation: One unit of local currency is quoted for the foreign
currency.
1 Rs. = 0.0217 $
 IMG path for defining currency – IMG>General Settings>Currencies>Check
Exchange Rate Types.

MASTER RECORDS

GENERAL LEDGER MASTER RECORDS

1) There are 3 steps to create and use a chart of accounts (COA)

a) Define COA
b) Define the properties of the COA
c) Assign the COA to Company codes.
2) The COAs is a variant that contains the structure and the basic information
about general ledger accounts.
3) The Definition of COA contains
a) Four digit COA key.
b) COA Name.
c) Maintenance language,
d) Length of the G/L Account number.
c) Integration with Controlling (CO) – Manual/Auto creation of Cost Elements.
d) Group Chart of accounts.
e) Status – Block indicator.
4) Length of G/L accounts can be from 1 to 10 digits.
5) One COA can be assigned to several company codes.
6) GL Master contains COA segment and Company code segment.
7) The Information entered in the COA segment for a G/L account applies to all
company codes using that COA.
8) The Chart of account segment contains following details:
i) Type/Description - Account group.
- P/L or Balance sheet item.
- Description – Short/Long text.
- Group Chart of Account G/L. no.
ii) Key word Translation. – Key words in COA
- Translation.
iii) Information - Info in COAs
- G/L text in COA.s
9) The Company code segment of G/L master contains:
i) Control Data. – Account Control à Only bal in local currency,
Exchange rate diff, Tax Category.
A/c Management in Company code.- Open/Line item
management,
i) Bank interest
ii) Information.
10) Account Group Controls - Number ranges of the account.
- Status of fields in the company code segment of
the master record.
11) Field status has following properties - Hide.
- Display.
- Required entry.
- Optional entry.
12) Fields displayed in G/L account master record are controlled by:
 1) Account group
2) Transaction specific controls (Create/Change/Display).
13) Field status group assigned to a G/L codes in Company code segment is to
control the field status of the financial transaction entered in that G/L
account.
14) While creating Reconciliation account G/L master Reconciliation a/c type
needs to be assigned – i.e. D – Accounts receivable or K – Accounts payable
15) You cannot post amounts directly to reconciliation accounts.
16) You can only activate or deactivate open item management if the account has
a zero balance.
17) If the account currency is the local currency – the account can be posted to in
any currency.
18) Account in Foreign currency as account currency can only be posted to in that
foreign currency.
19) The group chart of account is assigned to each operational chat of accounts. If
this is done “Group account number” in COA segment of the Operational COAs
is a required entry field.
20) Country COA/Alternative COA number is entered in company code segment.
This makes alternative G/L a/c field in Company code segment of the G/L
master record a required entry.
21) Different accounts of one operational COAs can refer to the same group g/l
account. However one country chart of a/c GL code can be referred to only
one operational GL a/c.
21) Every country chart of accounts number can only be used once.
22) If all the companies are using the same operational COA then consolidation is
possible otherwise Group COA is used for Consolidation.
23) G/L accounts with open line item management must have line item display
activated.
24) GL account number ranges are always external where as for customer/vendor it
can be internal as well as external number assignment.
25) For Cross company code controlling, companies must use the same chart of
a/cs.
26) Number intervals for G/L account master data can overlap.
27) The fields “Account currency” and “Field status Group” are always required
entry fields. This status cannot be changed.
28) Reconciliation accounts are general ledger accounts assigned to the business
partner master data to record all transactions in the sub ledger.

IMG: Financial A/cing>G/L A/cing>Master records>Preparations >Additional

Activities>Define screen layout for each transaction 9Create/Change/Delete)

CUSTOMER/VENDOR ACCOUNT MASTER

01) Customer/Vendor account masters have three segments.

i) General Data at the client level. (Address/Payment/transactions)
ii) Company Code Segment. (A/c Management/Payment Transaction/
Correspondence/ Insurance or withholding Tax)
iii) Sales (for Customer) /Purchase (Vendor) area segment.
02) The Customer/Vendor account number is assigned at Client level.
03) Customer/Vendor Account group Controls:
 i) The Number Range of the accounts.
ii) Whether the account is a one-time customer/vendor.
ii) The status of fields in the master records.
04) Line item Display and open line item management are configured as standard
for every customer/vendor account.
05) Customer/Vendor accounts can have either internal or external number
assignment.
06) There are separate number ranges for customer and vendor accounts. Number
ranges must not over lap for customer/vendor.
07) Each number range can be assigned to one or more account groups.
08) In customer/vendor account groups – account number ranges are assigned by a
variant, however in GL account group number ranges are entered for each a/c
group.
09) The lay out of Customer/Vendor master data screens can be affected by :
i) Account group specific Field status group.
ii) Transaction-specific field status group.
iii) Company code specific field status group.
10) Field status of a FI transaction in a Customer/Vendor Sub ledger a/c is also
controlled by field status variant assigned to reconciliation account master of
Customers/Vendors, while creating.
11) Customer/vendor specific data for one-time customers/vendors is entered in
the document during posting.
12) Dual Control Principle: If you define a field in the customer/vendor master
record as, ‘sensitive’ the corresponding customer/vendor is blocked for
payment if the entry is changed.
13) If a customer is also a vendor, or vice versa, the payment and dunning program
can clear open items against each other.
14) At the client and company code level, you can enter an alternative
payer/payee. The entry in the company code segment has higher priority than
the entry at client level.

BANK ACCOUNTS

1) Bank Master can be created four ways :

i) When entering Customer/Vendor master records or in the customizing
for house banks.
ii) Using the create bank transaction in the accounts payable/receivable
master data menu.
iv) The bank directory can be imported from disk/tape using program
RFBVALL_O.
v) Customers using lock box function can create a batch input session that
automatically updates customer banking information in the master
records.
2) Bank key contains - Bank Master data contains Bank name, Region (State),
Address
3) Bank key is assigned to a house bank.
4) GL a/c code is assigned to the house bank along with Account id.
5) Steps to create – House bank
i) Create bank master with bank key (E.g. – 01)
 ii) Create House bank (E.g. – ICICI) – Enter House bank id, Country, Bank
key, Contact person + telephone numbers.
iii) Create bank a/c – Enter House bank id already created (It will take bank
address from already assigned bank key to that house bank id), Bank id
(E.g. SB), Description (E.g.-Savings bank a/c), Bank a/c no, Currency,
G/L a/c.
iv) Change G/L a/c – in tab -create/bank/interest, enter house bank id and
Account id.
Summary
(a) Create -Bank key,
(b) Create house bank id and add bank key.
(c) Create bank a/c with Account id and assign GL a/c.
(d) Modify G/L a/c and assign House bank+Account id.

6) For every bank a/c G/L account must be created. This G/L account is assigned
to the bank a/c and vice versa. Both accounts have to have the same account
currency.
7) In the Customer/Vendor master record, the field “Bank Type” is used to
distinguish between different banks.
8) Using the house bank id and the bank types the payment program determines
the banks to be used.
9) Each bank a/c is reflected in the SAP system by a combination of house bank ID
and account ID (bank type).
10) The bank group is used for classifying banks. The key is freely assignable. The
aim of classification is to group banks together in such a way that payment
transactions within a group can be carried out as fast as possible (payment
optimization).
11) The SWIFT code is used for identifying banks in international payment
transactions.
12) Every bank master record is identified by the bank country and bank key.

DOCUMENT CONTROL

DOCUMENT STRUCTURE / CONTROL

1) A document is saved for every posting. Every Document is uniquely identified

by the Document Number, Company Code and Fiscal Year.
2) A Document contains Document header + 2 to 999 line items.
3) Document Type : Controls the Document header and classify the business
transactions to be posted.
Posting Key : Controls the Line items.
4) Document types are defined at client level. Document types define the
following:
a) Number ranges for Document number.
b) Account types permitted for postings. And also
c) The field status of “document header Text” and “Reference number” in
the Document header.
d) Whether the invoices are posted with net procedure.
5) Standard Document types are :
 KR – Vendor Invoice DR – Customer Invoice.
KG – Vendor Cr.Memo. DG – Customer Cr.Memo.
KZ – Vendor Payment DZ – Customer Payment.

AB – General Document SA – G/L a/c posting.

6) Document numbers can have internal or external number assignment.
7) Up to a future fiscal year – Number range will continue irrespective of year
end.
For each fiscal year – At the start of a new year the system starts the number
assignment again at the start of the number range. (You need to define number
range for every new fiscal year)
8) The document number range must not over lap.
9) Document type AB allows postings to all account types.
10) One number range can be assigned to several document types.
11) Posting keys are defined at client level.
12) Posting keys control:
i) On which type of account the line item can be posted to
ii) The item is posted as a Debit or Credit.?
iii) The field status of additional fields.
In addition to this posting key specifies the following:
Whether line item is connected to payment transaction or not.
Whether posting is sales relevant.

13) Document line item fields are controlled by :

a) G/L Account specific field status group assigned to the G/L account
while creating. (Account specific field status groups are summarized
under field status variant which is assigned to company code) If the
document is posted to a sub ledger a/c, the field status group of the
reconciliation a/c is used.
b) Posting key specific field status group.
(The field status HIDE cannot be combined with the field status REQUIRED entry
which causes an error.)
14) Document type does not have default posting key or vise versa. For each FI
transaction (E.g. Invoice, Credit memo, Out going payment) you can define a
document type and default posting key at:

IMG:FI A/cing>F.A.Global Settings>Document>Default values for document

processing>Default values.

(E.g. When posting outgoing invoices, you use the document type "DR" and
posting key "01". You can store these specifications in the system. They
are proposed by the system when you call up the corresponding
transaction).

POSTING PERIODS

IMG: FI.A/cing> F.A.Global settings>Document>Posting Periods> Open and close

posting periods.

1) Several Company codes can use same posting period variant.

2) The SAP system automatically determines the posting period and fiscal year
based on the posting date entered. (Only special period needs to be manually
changed)
3) The posting period variant is assigned to the company code.
4) Posting periods are defined in the fiscal year variant, Closing/opening posting
period are carried out in posting period variant.
5) The posting period variant must contain at least the account type “+”.
6) During year closing, two period intervals (Normal and special periods) must be
open at the same time.
7) In the document header, the periods assigned to the account type “+” are
checked with posting date, whether posting period is open for that date or
closed. At the line item level, the system checks the account type of the
posting key to ensure that the period is open for the assigned account type.

POSTING AUTHORISATION

IMG: FI.A/cing> F.A.Global settings>Document>Doc Item> Define tolerance

groups for Employees.

1) The maximum amounts are defined per company code in “TOLERANCE GROUP”.
(This is also where the payment processing of payment differences is
controlled)
2) In the tolerance groups you can enter Upper limits for the following :
i) Total amount per document. (The posting amount is the total of all
debit items or, similarly, the total of all credit items.)
ii) Amount per customer/vendor item. (Limit is per customer, one
document with more than one customer/vendors can be entered) The
restriction does not apply to automatically created line items, for
example, during payment settlements.
iii) Cash discount – which user with this tolerance group is able to grant.
3) If a user is not assigned to any special tolerance group, then entries in the
tolerance group “___” (blank) are valid for them. (This is default tolerance
group)

SIMPLE DOCUMENTS

1) Document header contains: Document and posting date, Doc, header text,
company code, Reference no, etc.
2) For each FI transaction code (E.g. Invoice, Credit memo, G/L entry – F-02) you
can define a document type and default posting key. (You can over write these
default values while entering document.)

3) In Enjoy transactions : while entering customer/vendor Invoice/Cr.Memo

transactions Vendor/Customer (Business partner) master data can also
displayed along side the a/c name, address and bank details, and open line
items can be accessed by pressing “Open Items” button. Entry screen also
contains a/c balance display.
4) In Enjoy transactions via “Tree” you can access screen variants, a/c assignment
templates and held documents at the left side of the screen.
5) You can enter explanatory text for line items with “*” in front of the text so as
to print this text in dunning notices and payment advice notes.
6) In customizing you can define text templates under 4 digit key, these text
templates are copied into line item when you enter the relevant key (E.g. DP =
“DOWN PAYMENT”). While entering 4 digit key “=” needs to be entered before
the key.
IMG:FI A/cing>Doc>Line Item>Define texts for line items.

POSTING CONTROL

DEFAULT VALUES

1) Parameter ID’s allow users to set default values for fields whose value does not
change very often, e.g. Company code, Currency.
2) From G/L, A/P, or A/R posting screen, using editing option you can configure
your screens for the following areas:
i) Document entry: Users can hide irrelevant fields.
ii) Document Display: select different display options.
ii) Open Items: Users choose line layout displays and posting options for
processing open items.
3) User specific default values will be applicable through out the system.
4) In the system you can control whether the fiscal year/value date is proposed
when you display or change document.
5) Some sources of values that are defaulted by the system for document entry
are:
User Master records Parameter memory
System Data Account master record
Accounting functions.

DOCUMENT CHANGE RULES

1) Certain Fields in both the document header and the line items can be changed.
Document Header: Only the reference number and text fields can be changed.
Line Items: The System does not permit changes to the amount, the posting
key, the account or any other field that would affect the reconciliation of
posting.
2) Following information is stored by system when a document is changed :
The field that was changed, new and old value, user name who changed, time
and date of the change.
3) Conditions for changing a field are predefined, they are:
The posting period is still open
The line item is not yet cleared.
Line item is either a Dr. in a customer a/c or Cr. in a
vendor a/c.
The Document is not a Cr. Memo for an invoice.
The document is not a credit memo from a down payment.
 (Above rules need to be clicked and selected for making it a condition to
change a field in any document)

4) You can differentiate between document change rules according to the

following criteria:
Account Type : Customers/Vendors/G/L a/cs.
Transaction Class: Spl G/L transactions for BOE and down payment.
Company Code: If the field is blank the rule applies to every company
code.

IMG : FI Ai/cing>FI A/cing Global Settings>Doc>Line Items>Document change rules,line

items

DOCUMENT REVERSAL

1) A document can be reversed by:

Normal Reversal Posting. Negative Posting.
2) The reversal reason key controls whether the reversal date is allowed to
differentiate from the original posting date.
3) Documents with cleared items can not be cleared. The document must first be
reset.
4) Pre requisites for negative reversal are:
i) The company code permits negative postings.
ii) The reversal reason must be defined for negative reversal.
5) Negative posting subtracts the amount from wrong amount posted from the
same side (Debit or Credit)

IMG: FI A/cing>G/L A/cing>Business transactions>Doc Reversal>Permit negative

posting/Define reason for reversal.

TERMS OF PAYMENT AND CASH DISCOUNT

1) The Payment terms are used to define: Base line date for due date calculation,
Cash discount periods, and Cash discount percentage rates.
2) Terms of payment (TOP) can be entered in Company code Segment, the Sales
area segment, and the Purchasing organization segment of a customer/vendor
master record.
3) If the invoice is created in FI or SD or MM the terms of payment is
proposed/defaulted from Company code segment, Sales area segment or
Purchasing organization segment respectively. The proposed terms from the
master data can be over written during document entry.
4) When you enter a vendor invoice, you can also set a fixed cash discount
amount or a cash discount percentage rate.
5) Credit memo’s can be linked to the original invoice by entering the invoice
number in the invoice reference field during document entry.
6) To activate the terms of payment in these non-invoice-related credit memos
enter a “V” in the invoice reference field during document entry.
7) Terms of payment enable the system to calculate a cash discount and invoice
due date.
8) Day limit is the calendar day to which the terms of payment are valid.
9) Using block keys in line items or accounts, you can block line items or accounts
for payment or collection. These block keys can also be entered in the terms of
payment. Similarly Payment methods can also be entered in the line items,
accounts or in the terms of payment.
10) Base line date is the starting date the system uses to calculate the invoice due
date.
11) You can enter up to three cash discount periods.
12) An invoice can be paid over several months using an installment plan.
13) The system carries out the line item split automatically if installment payment
is defined the terms of payment by calculating amount due on different dates.
14) The cash discount amount is entered either manually or automatically by the
system using the rates in the TOP. You can still change the cash discount after
you post the invoice.
15) Cash discount Gross Procedure: When you clear an open item in a customer or
vendor account, the cash discount is automatically posted to the account for
“Cash discount expense” or “Cash discount revenue”. You need to define cash
discount expense / cash discount revenue accounts in the IMG configuration.
16) Cash discount Net Procedure: The amount posted to the expense or balance
sheet account is reduced by the cash discount amount. The same amount is
also posted to a cash discount clearing account to clear the posting. (The cash
discount clearing a/c should be managed on an open item basis.) If the amount
is paid after the cash discount deadline, the cash discount loss is posted to a
separate a/c.
17) Cash discount base amount is the net value or gross value including tax
(depending on country regulation), is defined in the global parameters of a
company code.

TAX

1) When posting invoices, SAP allows the consideration of the following taxes.
§ Tax on sales and Purchases
§ US sales tax
§ Additional taxes.
§ Withholding tax
2) There are two types of taxation that can be processed in the R/3 System.
§ Federal/Country level
§ State/Jurisdictional level
3) SAP system provides assistance with
§ Calculating the amount of tax.
§ Posting to specified G/L accounts
§ Performing tax adjustments
§ Tax reporting
4) System determines taxes from:
§ A base amount which has discount included or excluded.
§ A tax code to validate or calculate the tax amount.
5) System supports the treatment of taxes as follows.
§ Checks tax amount entered or automatically calculates the
tax
§ Posts the tax amount to tax accounts
 § Performs tax adjustments for cash discounts or other forms
of deductions.
6) The expense or revenue amount is the base amount, which can include a cash
discount (tax base is gross) or exclude a cash discount (tax base is net.). You
define which amount is to be used for each company code or for the highest
level of the jurisdiction code.
7) The tax code is used for the calculation procedure required to perform taxation
functions within R/3.
8) A tax calculation procedure is assigned to every country for carrying out tax
calculations.
Tax calculation procedure contains:
§ Order of the steps that have to be performed for the tax
calculation.
§ Tax types (Condition types) that apply for the country.
§ Account key/transaction key that covers additional
specifications and is used for the automatic account
determination for the taxes concerned.
9) Enter the TAX code when you post the document and this is the main
connection to the tax calculation. Tax code is linked with
§ Country key or
§ Combination of country key and tax jurisdiction code.
10) The tax codes within a jurisdictional taxation method are date-specific.
11) In the configuration, you can choose whether the document date or the posting
date is valid for the tax calculation.
12) The tax code contains the tax rates. Tax rates are assigned to the tax types
used in the tax calculation procedure. A tax code may have several tax rates
entered for different tax types, but usually only one tax rate is entered.
13) Some posting to tax –relevant g/l accounts must have a tax of zero. This
applies to:
♦ Items that are tax exempt but have to be reported to the tax
authorities. For these items a special tax code with tax rate of zero
is created.
♦ Items that are created by tax exempt transactions such as goods
issue, goods movement, and so on. A special tax code must be
assigned to these transactions in configuration.
14) Tax check indicator should not be set for input tax codes because the user
must post the tax amount from the invoice regardless of whether it is correct
or not.
15) Tax account determination To enable the tax account determination you have
to assign:
♦ Posting keys (40 and 50 – recommended)
♦ Rules that determine which fields (tax code or account key) the
account determination is based on.
♦ Tax accounts.
16) When exchange rate differences occur because of tax adjustments in foreign
currencies, these exchange rate differences are usually posted to the normal
a/c for exchange rate difference.
17) You define tax accounts, to which tax items are posted, in the field Tax
category by entering one of the following signs.
< For input tax.
 > For output tax.
18) “Post automatically only” must be selected if manual tax postings are not to be
made.
19) In company code segment of the all G/L accounts you may have one of the
following entries in the field “Tax category”
“(blank”) For non tax-relevant postings
“_” For postings that require an input tax code.
“+” For postings that require an output tax code.
“*” For postings that require any tax code.
“xx” For postings with the predefined tax code xx
20) When the field “posting without tax permitted” is selected in G/L master
record, you can post to this G/L account without specifying a tax code.

Cross-Company Code Transaction:

1) A Cross company code transaction involves two or more company codes in one
business transaction. System creates and posts a separate document in each
company code involved by posting to clearing accounts.
2) You can use RFBVOR00 to display cross-company transactions.
3) The tax is not distributed between the company codes according to their
expenses.
4) Clearing account must be defined in every company code before a cross-
company code transaction may be carried out.
5) The clearing accounts may be
§ G/L accounts
§ Customer account or
§ Vendor account.
6) In the configuration you must assign clearing accounts to every possible
combination of two company codes to allow cross-company code postings
between these combinations.
7) Posting keys must be assigned to the clearing accounts to identify their account
types.
8) The cross company code document number is a combination of the document
number of the first company code, the first company code number, and the
fiscal year.
9) Cross company code transactions can be reversed. To do this you can use the
reversal function for cross-company code transactions.

OPEN LINE ITEM CLEARING

CLEARING OPEN ITEMS

1) Open items are incomplete transactions, such as invoices that have not been
paid. Completed transactions are cleared items.
2) Open items can not be archived and stay in the system until all open items are
cleared.
3) A clearing transaction always creates a clearing document.
4) “Posting with clearing” can be carried out for several accounts, account types,
and for any currency simultaneously.
5) You can carry out the “posting with clearing” transaction manually or
automatically using the automatic payment program.
6) Clearing document usually contains no line items unless the line items cleared
belong to different business area and/or account codes.
7) The “account clearing” transaction may be performed manually or
automatically using the clearing program.
8) The automatic clearing program groups items from an account together where
they have the same entries in the following fields:
♦ Reconciliation account number
♦ Currency
♦ Special G/L indicator
♦ Five freely defined criteria from document header or line item, for
example assignment field, reference number and so on.
9) The automatic clearing program does not clear:
§ Noted items
§ Statistical postings and certain special G/L transactions
(Down payment and BOE)
§ Items with withholding tax.
10) The assignment field of a line item is filled automatically during document
entry based on the default “sort indicator” set in the master record. If sort
indicator is not chosen while creating master record of G/L account the
assignment field remains blank during document entry in that G/L account.
11) Assignment field can be a combination of up to 4 fields with a maximum of 18
characters.
12) Automatic clearing customization in IMG: Mention account type (D/K/S),
Account code range “From a/c and to A/c’, 5 criterion fields in header/line
item fields e.g. Assignment, Business area, Business partner etc..
13) You enter separate criteria for each account type. You can enter an account
number interval to determine the accounts to which the criteria apply.
14) FBKP: transaction code for configuring Automatic postings and Special G/L.

INCOMING AND OUTGOING PAYMENTS

1) A manual payment is a transaction that clears an open item, typically an

invoice, by manually assigning a clearing account.
2) An incoming payment, typically used in accounts payable, clears an open credit
amount.
3) Document header – Payment header, details entered/proposed by system are::
§ Document date, Posting date, Posting period
§ Document type, currency code, exchange rate,
§ Reference document number, document header text,
clearing text.
4) Document header – Bank date
§ GL a/c code, Amount,
§ Bank charges (posted automatically to an expense a/c). With
incoming payments, the system adds the bank charges to the
payment amount to form the clearing amount. With out going
payments, it subtracts the bank charges from the payment
amount to determine the clearing amount.
5) Document header - Open item Selection
§ Account & Account type.
§ Normal Open items/special G/L transactions.
§ Payment advice note number
§ Other accounts, additional selections.
6) There are several options for activating or deactivating open line items to clear
they are:
§ Editing option.
§ Double click on the amount.
§ Selection from action menus and function keys.
7) Posting the payment:: Document simulate, enables you to see all of the items
in a document including automatically created before posting the document.
8) Users can reset clearing for individual documents. When you reset clearing, the
clearing data is removed from the items.

PAYMENT DEFFERENCES

1) There are three types of tolerance rules that define acceptable payment
differences during posting, they are:
1. Tolerance group for employees
§ Upper limits for posting procedures
§ Permitted payment differences
2. G/L account tolerance group
§ Permitted payment differences
3. Tolerance group for Customers/Vendors
§ Specifications for clearing procedures
§ Permitted payment differences
§ Specifications for posting residual items from payment
differences.
§ Tolerance for payment advises
2) The tolerance group is defined by a Group key, Company Code, and currency
code.
3) The group key is a 4 digit alphanumeric key.
4) The Key “__” (Blank) is the standard tolerance group and is required as the
minimum tolerance group.
5) If no tolerances are assigned to Employee, Customer/Vendor masters, G/L
codes, the default tolerance group “___” (Blank) applies.
6) The entries in the tolerance groups are always in local currency.
7) Payment differences within Tolerances automatically posted as either cash
discount (If terms of payment permits) adjustment or unauthorized deduction.
8) Payment differences outside tolerances processed manually.
9) If the payment difference is immaterial, it may be processed automatically by
allowing the system to adjust the cash discount up to a certain amounts or to
write off to a special account.
10) If the payment difference is too high to be immaterial, it must be processed
manually: The payment may be posted as:
♦ Partial Payment
♦ Residual payment
♦ Can be posted to an account assigned to a reason code or written of
by manually entering a new posting item.
 ♦ Can be posted as payment on account.
11) The customer/vendor tolerance groups contain entries that control the residual
items. They specify:
♦ Whether the Terms of payment (TOP) of a residual item are the
same as those of the cleared item or whether the TOP are fixed.
♦ Whether the cash discount is granted only partially and not for the
whole amount.
♦ By specifying a dunning key, whether the residual item has a
maximum dunning level or is permitted separately.
12) Reason codes are used to describe the reason for the payment difference. To
assign more than one reason code to a payment difference, click on “distribute
difference.”
13) Reason codes can be assigned to:
♦ Difference postings
♦ Partial payments
♦ Residual item.

EXCHANGE RATE DIFFERENCES

AUTOMATIC PAYMENT

PAYMENT PROCESS OVER VIEW

1) Over View of Payment process;

• Invoices are entered
• Open invoices are analyzed for due date
• Invoices due for payment are prepared for review
• Payments are approved and/or modified
• Invoices are paid.
2) SAP R/3 allows you to automatically
♦ Select open invoices to be paid or collected
♦ Post payment documents
♦ Print payment media, use data medium exchange (DME), or generate
electronic data interchange (EDI)
3) Automatic payment handles both incoming and out going payments for
customers and vendors.
4) Payment Process consists of four steps:
♦ Parameters: What is to be paid, Payment method..? When will
be the payment made..? Company codes?
♦ Proposals It generates a list of business partners and open invoices
that are due for payment.
♦ Payments A Payment document is created and G/L and sub
ledger accounts are updated.
♦ Print. To generate payment media.

PAYMENT PROGRAM CONFIGURATION (FBZP)

1) Most of the settings for the payment program can be accessed directly through
the user side of the application.
2) The settings are divided into the following categories:
§ All Company Codes
§ Paying Company Codes Require minimum
configuration
changes.
§ Payment Method/Country
§ Payment Method/Company Code
§ Bank Selection: House banks

3) All Company Codes:

§ Sending Company code
§ Paying Company code
§ Separate payment per business area..?
§ Tolerance days for payable
§ Special G/L transactions to be paid and for exception list.
(For vendors and Customers)
§ Payment method supplement (Allows printing and sorting
payments.)
Paying Company Codes:
§ Minimum amount for incoming and out going payments
§ Forms for Payment advice and EDI.
§ BOE specifications.
Payment method/Country
§ Payment method
§ Payment method classifications like Create a cheque, Bank
transfer, BOE etc.
§ Required master record specifications.(e.g. Address, postal
code, bank details etc)
§ Document types for payment and clearing.
§ Name of the print program
§ Permitted currencies (If there is no entry, the payment
method is valid for all currencies)
Payment method/Company code
§ Eligible payment methods for company code,
And define for each payment method
§ Minimum and maximum amounts to be processed
§ Whether payments abroad and foreign currencies are allowed
§ Grouping options (Payment per due date/Single payment for
marked items..)
§ Bank optimization (By postal code/bank group)
§ Forms for payment
Bank selection:
§ Bank rankings for each payment method
§ Amounts available for payment against each bank (Amount
field id not updated after each payment run)
§ G/L accounts to which bank entries to be posted.
§ Value date
§ Clearing account for BOE’s for creating liability.
 RUNNING THE PAYMENT PROGRAME – INDIVIDUAL STEPS

1) Following are the main steps for running the payment programme:
a) Maintain parameters
b) Start proposal run
c) Edit the proposal
d) Start payment run
e) Schedule printing.
2) Two fields identify every payment program run, they are:
§ Run date
§ Identification
2) I) Parameters
♦ Posting date
♦ Documents entered yup to (For payment)
♦ Company code
♦ Payment method (Cheque, Direct debit, Bank transfer)
♦ Next payment date
♦ Customer and Vendor account intervals
ii) Proposal Run
♦ Proposal List
♦ Exception list
iii) Editing the Payment proposal
IV) Payment Run
V) Printing Payment advices/Cheques.

DUNNING

1) Dunning configuration divided into 6 categories

A) Dunning Procedure
♦ Dunning intervals in days
♦ No of dunning levels
♦ Minimum days in arrears
♦ Line item grace periods
♦ Interest indicator
B) Dunning Levels
♦ Days in arrears for each level
♦ Calculate interest in which levels?
♦ Always dun..? which level
♦ Print all items in which level
♦ Payment deadline
C) Dunning charges
♦ Dunning charges can be in percentage or fixed amount
♦ Dunning charges from dunning amount?
♦ On which level
D) Minimum amount
E) Dunning text
F) Environment
CONTROLLING

CONTROLLING AREA.

Required fields : Controlling Area code.

Name
Currency type(Company code Currency, CA currency, group, hard
Currency
Chart of a/c’s
Fiscal year variant,
Cost center standard hierarchy

COST CENTRE CREATION (30100 – fi/co consulting – 30200 – Junior Consulting0

Required fields :
Name,
Person Responsible,
Cost Centre category, (Admn/Sales/Service)
Hierarchy area,
Company code,
Business area.

SECONDARY COST ELEMENT CREATION (Junior consultant/Senior )

Required fields : Name,

Cost element category – (42 Asessment/43 internal activity)

ACTIVITY TYPE CREATION (E.g. S00 – Senior consultant J00- junior consultant)

Required fields : Name,

Activity unit (Hour/Liter/Kg)
Cost centre category (For which it is applicable)
Activity type category ( Manual entry manual
allocation/Indirect..)
Allocation cost element,

STATISTICAL KEY FIGURES CREATION (TELE00)

Required fields : Name,

Unit of measurement.
& radio button for (key figure category – Fixed/Totals value)

INTERNAL ORDER

Required fields : Order type.

Short text
PROFIT CENTRE

Required fields : NAME,

PERSON RESPONSIBLE,
PROFIT CENTRE GROUP/hierarchy.
AUTOMATIC PAYMENT PROGRAM

Configuration step of automatic payment program: -

1. All company code: -
(A) Inter company payment relationships
(B) Company code that process the payment
(C) Cash discount amount or percentage
(D) Tolerances days for payments
(E) The customer and vendor transactions to be processed.
2. Paying company code: -
(A) Minimum amount for incoming and outgoing payments.
(B) Bills of exchange specification
(C) Forms for payment advice and EDI (payment advice format)
3. Payment methods /country: -
(A) Payment methods e.g. check, back transfer, bills of exchange etc.
(B) Master record requirements e.g. address etc.
(C) Document type for posting
(D) Currencies. If not set valid for all currencies
4. Payment method company code: -
(A) Minimum and maximum payment amounts
(B) Foreign payment and foreign currencies allowed
(C) Bank optimization
(D) Postal code optimization
5. Bank Selection: -
(A) Ranking – If define the order of the various bank for payments.
(B) Amount – If define the available amount in bank accounts for payment.
(C) Account –
(D) Expenses / Charges: - If any charges or amount short received the
system post the amount in clearing account in case of outgoing payment
and subtracts from incoming payment in case of payment received.
(E) Value date: - This is used for cash management. If specify in how many
days payment will actually deducted from account.
6. House Bank

RUNNING PAYMENT PROGRAM

7. Maintain parameters: -
(A) Run Date
(B) Identification
(C) Open item selection: - It defines that document entered up to this date
include in payment run.
(D) Posting date: - this is the date on which general ledger is updated. This
is the default date from run date.
 (E) Company code selection (may be one company code or multiple
company code). In case of multiple company code, comma should be
used between two company codes.
(F) If is necessary that all the company code in a payment run must be in
same country.
8. Proposal run: - On the basis of parameters system run the proposal. If it found
any incorrect payment methods, bank data or payment block it adds these item
exception list.
9. On completion of proposal run system create two reports e.g. payment
proposal list and exception list.
10. Payment block may configure in following ways: -
(A) While invoice verification process
(B) In master record
(C) During entering of Account Payable invoice
11. Editing payment proposal: - While editing the payment proposal a user can
change the payment term, block the payment or remove the block.
12. Start payment run: - On this stage system locked all the selected item in
payment proposal for further posting, update the general ledger and sub-
ledger and cleared the open item.
13. In some countries books are updated when payment actually credited from
bank. In this case systems generate payment order only. Books are updated
automatically while transaction with bank. Till then the paid item are blocked
for other clearing transaction.
14. Schedule print: - A print program is assigned to each payment method for each
country. To run the print program a variant must be assigned to it. The
payment medium forms can be for each company code or each payment
methods.
15. Debit balance check carried out after creation of payment proposal.
16. If debit balance still appears even adjusted with payment system add that
transaction in exception list.
17. The relevant accounts remain block even payment proposal deleted.
18. Block can be released manually.

DUNNING

Process of configuration of dunning program: -

1. Dunning procedure: -
(A) Define dunning interval – reminder may be weekly, fortnightly, monthly
etc.
(B) Define no. of days is arrears after which dunning notice will be sent
(C) Grace period per line item
(D) Interest calculation indicator for calculation of dunning interest.
(E) Dunning key for dunning procedure.
2. Dunning levels: -
(A) The first dunning level included the line item grace period.
(B) If option always dun selected, the dunning notice will still printed even
not change have been made in account.
 (C) In dunning notice total account balance or item wise detail can be
print,
3. Expenses/ changes: -
(A) Dunning charges may be depending on dunning level.
(B) Dunning changes is either fixed for percentage of amount dunned
(C) You can either choose fixed or percentage for dunning charges
(D) Dunning charges are define for currency wise
4. Minimum amount or percentage must be specifying for dunning notice. The
dunning notice will not generate until overdue item reached up to dunning level.
5. Minimum amount can also be fixed for calculating interest on dunning amount.
6. Dunning text must be defined according to the dunning level.
7. Predefined form of dunning text is available in SAP
8. Dunning program can generate payment advice note, dunning notice and
payment form.
9. Environment: -
(A) Company code data
(B) Short field
(C) Sender detail
(D) Dunning areas
(E) Dunning key
(F) Dunning block reason
(G) Interest
(H) Dunning grouping

Running of dunning program: -

1. Enter parameters: -
(A) Run date
(B) Identification
(C) Selection of company codes. May be single company or no. of
companies
(D) Range of customer/ vendor accounts
(E) Document - define up to which posting date include in dunning run.
2. Dunning run: -
(A) First system select the account which shell be include in dunning run on
the bases of parameters
(B) In second step system check which line is overdue and which dunning
level should be applied.
(C) Dunning procedure must be entered in master data of
customer/vendors
(D) If a credit memo is invoice related, its due date is same as invoice due
date
(E) For non- invoice related credit memo’s due date is base line date.
(F) In case of customer vendor clearing, the credit amount of vendor
account will cleared with highest level of dunning item.
(G) Every dunned item must be overdue but not all overdue items are
dunned.
(H) If an incoming payment method is defined in item, the item is not
dunned because the payment program is responsible for payment
collection. These item can only be done while putting payment block.
 (I) The dunning procedure has maximum nine level of dunning excluded of
legal notice.
(J) Dunning procedure with only one dunning level are referred as payment
reminders.
(K) By assigning dunning key to certain item, can prevent this item
exceeding certain dunning level.
3. An account is only dunned if data has been changed since last dunning or
option always dun selected.
4. Editing dunning proposal: -
(A) For editing purpose printout can be taken for dunning list, blocked
accounts, blocked line item, dunning history and dunning statistics.
(B) If dunning proposal not used it must be deleted. Otherwise it blocked
all selected item for other dunning run.
(C) While editing proposal account can be blocked, unblocked, dunning
level can be reduce dunning data can be changed in master data.
(D) The changes in master record from proposal editing will not apply to
current run.
5. Printing dunning notices: -
(A) Item that is grouped together in dunning notice if company code,
dunning area and account are same.
(B) One time customer can be dunned together if they have same address.
(C) Overdue of on customer in different company code can be dunned in
one dunning notice.

CORRESPONDENCE
1. Payment notice, account statement, individual correspondence, open item
list are the example of correspondence.
2. Correspondence type can be linked with reason code.
3. If you want to issue the same correspondence, entered the correspondence
type in the message-required field.
4. If you want to issue different type of correspondence depending on reason
code, you must select ACCORDING TO REASON CODE.
5. Payment notices are created according to the reason code carrying same
correspondence type. If reason codes occur with different correspondence
type, then payment notice define for tolerance group is sent.

INTEREST CALCULATION

1. Type of interest calculation: -

(A) Account balance interest calculation
(B) Interest on arrears
2. Interest calculation configuration:-
(A) Interest calculation indicators
(B) General term
(C) Time based terms
(D) Interest rates
(E) Account determination
3. Different way to calculate the interest: -
 (A) Calculate interest on cleared item only and post interest
(B) Calculate interest on open and cleared item only and post interest
(C) Calculate interest on open and cleared item and don’t post
4. Account those are having interest calculation in their master record and are
managed in open item can included in interest calculation list

FINANCIAL STATEMENT VERSION

1. As many as financial statement version can be defined for different use.

2. Financial statement version is Chart of Account dependent.
3. Each financial version must have assets, liabilities, profit, loss, profit and loss
result and account not assigned.
4. Financial statement version consists of maximum 10 hierarchy levels.

BALANCE CONFIRMATION

1. You must supply at least one address to which balance confirmation should be
sent.
2. The balance confirmation program automatically creates balance confirmation
including reply slip.

FOREIGN CURRENCY VALUTION

3. The foreign currency valuation must be carried out before creating financial
statement.
4. The foreign currency valuation must be carried for: -
(A) All GL account that run in foreign currency
(B) All open item that posted in foreign currency
5. Customization for foreign currency valuation: -
(A) Currency customization e.g. defines exchange rates.
(B) Define expense and revenue account for exchange rate difference.
6. Since foreign currency valuation is carried out for GL accounts therefore you
cannot post the valuation in payable account directly because payable accounts
are reconciliation account. For this reason, valuation difference post to an
adjustment account, which appears in same line of balance sheet as the
reconciliation account.
7. In valuation method OPEN ITEM WITHOUT UPDATE system update the valuation
in document line item. A posting is made in the period in which valuation is
performed to adjust the overall receivable balances. This posting is reversed in
next period to bring the receivable balance back.
8. In valuation method OPEN ITEM WITH UPDATE system update the valuation in
document line item. The system uses this valuation during payment clearing or
for subsequent valuation.
9. For each valuation method you must define parameters for valuation procedure
and exchange rate determination.
10. The Balance Valuation procedure means: strictest or lowest valuation
principle:
11. If the valuation is carried out for an account, which managed in open item
management, you must define the exchange rate gain and loss account for
each reconciliation account in sub ledger accounts.
12. Foreign currencies are valuated by balance.
13. Value adjustment is made if receivable is determined to be un-collectible.
14. Regrouping is only for closing purpose. Regrouping are done though a special
program. On first day of next period these grouping are removed.
15. Balance of an account determined whether the system displays it as receivable
or payable.
16. Reconciliation account can be change in vendor/customer master record during
fiscal year. The changes will effective from the date of change of reconciliation
account.

PROIT & LOSS ACCOUNT

1. Profit & Loss account can be created either by period account or by cost of
sales accounting.
2. Payroll results are posted to accounting via FI/CO interface.
3. While posting of accrual/deferral you must entered a reason code. The reason
is noted in the document that is reversed.
4. The reason code defines whether the reversal document has different posting
date and can be comprised negative posting.
5. Accrual means revenue/expenses belong to current period and are posted in
subsequent period once invoice has been issued or received.
6. Deferral means revenue/expenses are belonging to future period but posted in
current period.
7. Three application components of accrual engine: -
(A) Manual accruals
(B) HR - provision for awards
(C) SD – leasing
8. Accrual engine record two type of data: -
(A) Basic data: - The basic data consists of descriptions of the subject to be
accrued. The basic data is time dependent.
(B) Accrual engine documents and total records.
9. Advantage of accrual engine: -
(A) Accrual calculation automatically
(B) Periodic accrual postings are made automatically.
(C) Can plan future accruals
(D) Perform parallel reporting
(E) Extensive information system
10. Closing activities and accrual engine: -
(A) Reconciliation: - accrual engine and general ledger are reconciled with
each other to check whether the transfer to the general ledger was
complete and without error.
(B) Balance carry forward: - the object of accrual engine can be carry
forward to the next fiscal year.
11. Posting control defines for: - each company code, each accounting principle
and each accrual type.
 SCHEDULE MANAGER
1. STEP OF SCHEDULE MANAGER: -
(A) Task list
(B) Schedule
(C) Monitor
(D) Flow definition
(E) Work list
(F) Work list monitor
2. Advantage to Schedule Manager: -
(A) All jobs for period end closing located centrally
(B) Access available with authorization only
(C) Changes are immediately available and effective
TASK LIST AND MONITOR

3. Task list is a central store in R/3 where all task available with authorization
4. New task can be created in task list
5. Step in creating new task: -
(A) Collect existing process and flow definition
(B) Decide the people and their responsibility
(C) Specify the job with organization unit
(D) Review and transfer the process flow and structure into R/3
6. Task list can be create for all with authorization
7. All the other function of schedule manager depend on task list
8. Task list can be created in any structure
9. Type of task list: -
(A) Documentary Character – example Notes
(B) Manual task in system – example Transaction
(C) Background jobs – example program with variant
(D) Collection of jobs – example flow definitions
10. Task mentioned as Manual can’t stat automatically e.g. period lock,
external data transfer etc.
11. For every task responsibility can be fixed to an individual to create transparency.
12. NOTE can’t be schedule
13. Program with variant can either run immediately or schedule for future time
14. Schedule manager DO NOT give any information regarding completion of job
MONITOR
15 Through monitor, jobs process can be view along with technical and
business status of every task.
16 Message and results list are available on line. They disappear as soon as you
leave the screen.
17 Job source are available e.g. job jog, spool list etc.
18 The DETAIL BUTTON in monitor contains the detail summery (runtime, user,
entered parameters and application specific data such as organizational
units, periods or fiscal year) about job including messages.

DEFINATION FLOW
19. If several jobs execute in sequence, need to monitor sequence manually.
20. For jobs post simultaneously, there is no guarantee that the posting is
finished when the actual background job are complete.
21. To monitor the sequence manually, you must remain in system and
introduce new task when a job finished.
22. Flow definition is enable you to define a fixed sequence of job that are in
SAP Flow definition enable you send E-mail to responsible person to make
communication quicker and easier.
23. The complete flow definition STOP until the mail recipient confirms the
mail as PROCESSED, on confirmation of mail, the flow continued to next
step.
24. Flow definition will continued even server shut down, for precaution, the
updated data must be analysis.
25. Flow definition can create directly from task list
26. Cost center accounting application can’t use in flow definition.
27. Flow definition must be activated.
28. Advantage of flow definition: -
(A) Information via E-mail
(B) Sequence ensured
(C) User error free processing
(D) Optimum hardware usages.
(E) Optimum atomization
DISADVANTAGE OF FLOW DEFINATION: -
(A) Hardware can be overloaded during parallel processing.
(B) Not possible to stop quickly
(C) Clarity suffers

WORK LIST/ WORK LIST MONITOR

Scenario without worklist : -

29. If we run sequential job, system access the database every time whenever
start new job.
30. A job sequence contain FOUR to TEN step
31. Only after the job run, you can know if any error occurs during job run.
After rectification you must run jobs again.
Scenario with worklist : -

32. System selected the required data for all job on processing of first job.
33. System assigned a mark e.g. incorrect/not relevant/without error etc.
sequence and process next job according to the mark.
34. The incorrect object collected by system can process at any time.
35. For object containing error, need not to define new selection.
36. To correct the faulty object. The responsible person received the SAP Mail
for correcting and after correction job can be start from mail.
37. Advantage of work list: -
(A) Can see the flow definition
(B) Improved performance
(C) Error analysis easy.
38. Work list are extended flow definition,
39. Work list are also application specific. You can’t run ASSESMENT,
DISTRIBUTION, and PERIODIC REPOSTING AND INDIRECT ACTIVITY
ALLOCATION.
40. While double clicking on a job, systems give the information about the
currant run.
41. Only information for the last run is available.
42. If for a job more then one person is responsible. System sends mail to all
the person. But if any one of them opens the mail, the mail will disappear
from others login.
43. Flow definition can itself contain flow definitions (nesting).

SOLUTION MANAGER

1. Solution manager contain relevant aspect on implementation, operation and

continuous improvement.
2. User can log into the solution manager according to their following role with
authorization: -
(A) Project Manager
(B) Application Consultant
(C) Development consultant
(D) Technical consultant
(E) System administrator
(F) Support Engineers.
3. Solution manger is a central platform, which contain the documentation and
representation for ENTIRE sap solution.
4. Solution manager is a single point access for design, configuration and testing.
5. SAP solution manager enables process oriented design, configuration, testing
and on going system monitoring during operation, regardless of the complexity
of the system landscape.
6. SAP solution manager enables process oriented v/s components oriented
configuration and testing.
7. It contain the pre define business processed; customer can select these process
as per their requirement.
8. BUSINESS PROCESS REPROSITORY (BPR) contain reusable predefine process in
following scenario: -
(A) Scenario documentation
(B) Transaction assignment
(C) IMG assignment
(D) Configuration guide
(E) Preconfigured process delivered via BC sets.
(F) Predefine test cases.
9. Phases of implementation: -
(A) Project definition – define projects and system landscape
(B) Business blueprint - identify customer specific solution based on pre
define scenarios in the business process repository and customer define
business process.
(C) Realization – configure, compare and distribute customizing setup test
system organized test and perform.
(D) Final preparation
(E) Go live and support
10. Cross function of solution manager: -
 (A) REPORTING: - Can obtain information about status of project any time
that in blueprint, configuration or testing.
(B) ROADMAP: - To lead the implementation team step by step with
Methodology and Supporting.
11. The Road map allow: -
(A) Navigate the structure
(B) Filter the structure item by ROLE or Subject area
(C) Display and assigned document
(D) Print individual document or structure
(E) Search for specific item
(F) Track status and create note
(G) Create message.
12. After making initial configuration at realization phase system ready for testing.
13. Knowledge where house is a central store for all project documentation.
14. Solution manager service infrastructure provide: -
(A) Self service
(B) On site service
(C) Search for information or services
(D) Remote service
15. The sap support process contain following steps:-
(A) SAP notes search
(B) SAP notes assistance
(C) Workflow and E-mail notification
(D) Microsoft net meeting for application sharing
(E) Interface to SAP service marketplace to send support notification to SAP
active global support.
16. SAP software components can be monitored via RFC’s or external agents at OS
level, non-SAP software components can be monitor via agents.

ORGANISATIONAL UNITS (CCA)

1. Organizational units are operation concern, controlling area, company code and
plants.
2. Cost can’t allocate outside the controlling area.
3. A controlling area may contain more then one-company code.
4. Companies under one controlling may include more then one currency.
5. All the company code assigned to one controlling area must use same chart of
account.
6. Control indicator can be used to activate or deactivate certain controlling components
that is valid for a fiscal year.
7. Components of customization of controlling area: -
(A) Define controlling area
(B) Name of controlling area
(C) Assignment of company codes
(D) Currency type and currency
(E) Chart of account
(F) Fiscal year variant
(G) Cost center standard hierarchy
(H) Reconciliation ledger activation
8. To an operating concern, more than one controlling can be assigned.
9. To a controlling area more then one-company code can be assigned.
10. To a company code more than one plant or not plant can be assigned.
11. Assignment can be change provided no master or transaction data is created.
12. In case of 1:1 assignment: -
(A) Controlling area currency must be same as company code currency.
(B) An object currency may be different to controlling area to company code
(C) Transaction currency is the currency in which document is posted to CO.
(D) Chart of account must be same.
(E) The posting period must be same but special posting period may be diff.
13. In case of 1:n assignment: -
(A) By assigning multiple company code to one controlling area, cross company
transaction is possible.
(B) Controlling area currency and company code currency may be different. But
currency of controlling area must have one of the company code currency.
(C) The object can be different if the currency of all company code and controlling
area is same. If the currency of all company code and controlling is different,
the company code currency automatically become the object currency.
(D) Transaction currency is the currency in which transaction is posted.
(E) The operational chart of account must be same but the country chart may be
different.
(F) The fiscal year variants may be different. Also special period may be different
but the no. Of posting period must be same
14. 1:n assignments required: -
(A) If cross company code reporting required.
(B) If logistic make it necessary
(C) Where result will spread all over more then one company code
(D) If profit center cover more then one company code
15. Controlling area currency is 20, group currency is 30 and profit center currency is 90.
MASTER DATA – COST CENTER
1. Before creating a cost center, standard hierarchy must be defined.
2. The name of the standard hierarchy is defined at he time of creating controlling area.
3. All cost center must be assigned to standard hierarchy.
4. The structure of standard hierarchy is depending on the organization requirement.
5. Each node or level of standard hierarchy is a cost center group.
6. Cost center can be change or create cost center either from user menu or from
standard hierarchy maintenance function.
7. Cost center that are created or change in standard hierarchy have inactive status. In
this status it can’t handle a controlling assignment object.
8. The cost center must be activated either individually or in collective process.
9. From the standard hierarchy maintenance function, the cost center can be assigned to
another area in standard hierarchy. The cost center master data need not to be
maintaining again.
10. In a fiscal year, the assignment of organizational unit can be change if: -
(A) The currency of the old and new company code must be same.
(B) Only planning data is posted
(C) Cost center should be assigned to HR, fixed assets or work center.
11. Cost center is a cost assignment object, which incurred and influences the cost.
12. Cost center category is an indicator in cost center master data.
13. The example of cost center category is production, administration, sale etc.
14. Cost center category allows you to post same nature of cost in a similar cost center.
15. In customization lock indicator can be assigned to each cost center category.

COST ELEMENT

16. The chart of account contain the general ledger account belong to financial
accounting.
17. Entries in FI passed real time to cost and revenue element accounting.
18. Secondary cost element is only created in CO.
19. Secondary cost elements are used to record internal value flow like activity allocation,
assessments and settlements.
20. Primary cost elements can’t be created before creation of relevant GL in FI.
21. A cost-carrying object e.g. cost center etc. required to carry primary cost element
from FI to identify the origin of the cost.
22. Secondary cost element doesn’t have corresponding entries in FI.
23. Revenue element is always primary cost elements.
24. Cost element category 01 for all posting form FI and MM.
25. When processing chart of account in FI, you can specify default settings so that cost
element can be generate automatically in CO when GL is created in FI.
26. The description of cost element is as in GL. You can change the description of cost
element.
27. The secondary cost element is generated for all cost elements. The description of
secondary cost element is taken from cost element category.
 ACTIVITY TYPE
28. Activity type specifies, specific activity provided by one or more cost centers within an
company.
29. Activity type defined at company code level.
30. Activity type serves as tracing factors for cost allocation.
31. When activities are allocated both quantities and cost are allocated.
32. In order to restrict the use of activity type only by certain type of cost center, cost
center category is entered in activity type master data record.
33. Maximum 8 cost center category can be entered or can make it unrestricted by
entering * .
34. Secondary cost element is stored in activity type master data as default value.
35. Activity type category is used to determine whether and how activity type is to be
allocated e.g. direct, indirect or not allocated.
36. To enable internal activity allocation you need to specify which cost center provides
which activity at what cost.
37. For direct activity allocation plan price for combination “cost center/activity type” is
used for this calculation.
38. You can enter plan price either manually or have it calculated by system
automatically.
39. If you set the price manually, you need to set price indicator to “3”.
40. For direct activity allocation the quantity of activity to be set manually.
 STATISTICAN KEY FIGURES (SKF)

41. SKF are figures relating to profit center, cost center and overhead cost orders.
42. Both plan and actual SKF.
43. SKF are bases for periodic transaction such as assessment and distribution.
44. SKF figure are define as fixed value or total values.
45. Total value is posted only in that particular period.
46 If any field of cost center, cost element and activity type changed a new master
record is created by the system automatically.
47 Due to time dependency of master data’s several master record are maintained for
each individual master record.
48 Master data fields are made time dependence in customization.
49 Assignment of a cost center to a company does, a business area or to a profit center
and defined by SAP as time-dependent. This can’t be reduced if posting made to cost
center.
50 Cost center assignment to the standard hierarchy area is non-time dependent field.
51 Through master data maintenance the validity period of master record can be extend
while creating new master record for extended period.
52 SKF can be change or delete through collective process.
53 Cost center and activity type can only be display or delete by collective processing.
54 Grouping of master data can be done for reporting, analysis, and planning and
allocation purpose.
55 Master data group function enables you to create hierarchical structure.
56 As many as hierarchical group can be created as per the requirement.
57 Alternative cost center hierarchy can be created by using grouping function.
58 Selection variant is used for master data selection.
59 When you create or change groups you can’t create any new selection variants.
60 System performance is better for groups if they don’t have the selection variants.
61 Master data are not time-based.
62 Standard hierarchy of groups can be copied adding suffix (name or date up to four
characters) to each group. The hierarchy and groups can now be saved.
63 The standard hierarchy must not contain a suffix.
64 If you copy a group which has already a suffix, then this suffix is replaced by another
suffix.

EVENT BASED POSTINGS

1. Primary cost element is posted to an incorrect cost object, can be reposted to

correct object.
2. Cost can be reposted using original primary cost element.
3. Difference between reposting and allocation: -
(A) In reposting debit side of sender is reduced and new line created on debit side
of receiver.
(B) In allocation debit side remain unchanged but separate credit entry is made on
sender a/c.
4. A direct activity allocation involves entering quantities that a cost center provides
for another account assignment object using secondary cost element?
5. CO process both actual posting and commitments.
6. Commitments are though not entered in FI, will result in actual cost through
business transaction that follows.
7. Any activity which changed an object is called business transaction.
8. A number range must be defined for all business transaction that generates CO
documents.
9. Document number range can be copied from one controlling area to another.
10. Number interval can be assigned in two steps: -
(A) Group more than one business transaction. If separate number range is to
be assigned to a business transaction then create group for each
transaction?
(B) Number range can be assigned to group either internally or externally.
11. Number range defined for CO document is independent of fiscal year.
12. The document number range can be assigned in ascending order.
13. FI posting in CO triggers subsequence real and statistical posting.
14. Only real posting can be process/allocate or settled with other CO object.
15. Only real posting and only one can be made to CO.
16. In profit center always statistical posting are made.
17. Account assignment object (cost center/internal orders/profit center) are
determine whether a posting is real or statistical.
18. In a real cost both real and statistical posting can be made.
19. Profit center is store in master data of cost center.
20. If in a transaction row, then in a real account assignment object with real cost
center, then real posting would be made in that other real assignment object and
statistical entry to cost center?
21. One real object type can be assigned to each posting row.
22. Revenue can only be posted as real posting to profitability segment, sales order,
and sales project or to a real order that can have revenue.
23. Revenue posting to profit center is statistical.
24. Revenue can be recorded as statistical posting on a cost center.
25. Line item and total record are recorded in a separate database table.
26. Transaction entered in line item automatically updated in total record file.
27. Total record can be analyzing total record using report painter/report writer.
28. Variation function enables you to select a separate report for each element of a
groups that was generated during a selection run.
29. Variation function can only be used if you have activated in report definition.
30. Report can be saved for cost center group as extract with activated variation.

DEFAULT ASSIGNMENT AND AUTOMATIC ACCOUNT ASSSIGNMENT

31. Automatic account assignment or default account assignment can be defined for
primary cot element.
32. Default assignment can be defined for cost center, overheard order and profit
center to cost elements.
33. Default assignment can always be overwritten.
34. Default assignment is done in cost element master data.
35. Account assignment entered at controlling area level and at account level.
36. Automatic account assignment is done in customization.
37. In automatic account assignment, assignment to business area and profit center
can also be done.
38. System derived information first from automatic and then in default (master data).
39. Automatic (IMG) account assignment takes priority over default assignment (master
data).
40. Accuracy of CO data can be increased by Validation and substitution.
41. In validation and substitution system checks if data entered meets one or more
conditions.
42. Checks are carried out during data entry.
43. Validation and substitution checks are created for a controlling area and for a
particular event.
44. Validation carried out validity checks on objects such as cost element or cost
center.
45. If condition not match in validation, system display following messages: -
(A) Information message – user can ignore it.
(B) Warning message – user must correct it
(C) Error message – system can’t proceed further.
(D) Cancellation - system stops and come out from entry screen.
46. In validation system displays the predefined messages and user has to correct the
entries but in case of substitution system automatically correct the entries and
dos’t informs the user.
47. Validation checks can be carried out while making substitution.
48. Validation has priority over substitution.
49. To correct the posting error, reposting of cost and revenue can be done manually.
50. Negative cost may appear on sender side due to “no sender check” e.g. system
does not check whether cost really exist on sender side. Or not.
51. The function of reposting line item enables you to report specific line item from
CO document. This function is design to correct primary posting that you has
assigned wrong object.
52. To report lien items of CO documents, it should contain reference to original FI
documents.
53. Reposted line item contains reference to the original FI documents.
54. System can be used to make event passed pasting automatically.
55. Commitments are payment obligation that is not entered into account. They are
incurred in purchasing function in MM components.
56. Commitment management need to be activated in controlling is in CO.
57. Additionally cost center may not be locked for commitments.

DIRECT ACTIVITY ALLOCATION

58. An activity type must be created for direct activity allocation. (activity type
category type 1 = manual entry manual allocation).
59. Only one cost center from sender can be allocated to controlling object such as
cost center, an order, a project and so on.
60. Secondary cost element for direct activity allocation is category 43.
61. Direct activity allocation is recorded by line item as sender side and receiver side.
62. Cost element used for activity allocation is delivered from activity type master
data.
63. This cost element can’t be changed in allocation transaction.
64. Direct activity allocation can be reposted to correct on error.
65. In reposting of internal activity it should be ensured that total quantity of
allocated quantity remains same.
66. You can repost in period which is not the same period to which document to be
adjusted belong.
67. Reposting create a reference in reposting document to CO source document.

PERIOD END CLOSING

ACCRUAL CALCULATION: -

1. Non-operating expenses are not recorded in CO as cost.

2. Accrued cost does not have corresponding entries in FI. They are only accrued for
cost accounting purpose.
3. Accrual is made by two reasons: - (A) Valuation difference (B) Additional cost.
4. Accrual cost can be entered by:-
(A) Percentage method – It is based on actual cost.
(B) Plan=Target method - It is activity dependent and activity independent.
(C) Target=actual method – Activity independent
5. Cost element category 3 is used for accrual calculation.
6. An overheads structure is required for accrual calculation: -
(A) Base – Which cost element base are to be used for applying overhead rates.
(B) Overhead – The rate or percentage of overhead.
(C) Credit – The cost element is to be used for posting overhead.
7. Overhead structure is assigned to controlling area.
8. Dependency can be assign on overhead key.
9. Cost element category 4 is used for target=actual method.
STATISTICAL KEY FIGURES (SKF): -

10. SKF is used as tracing factor for periodic allocation like assessment and
distribution.
11. In the master data of SKF define: -
 (A) Fixed value – category type 01 – start updating form corresponding posting
period onward.
(B) Total value – category type 02 – entered only current period. Change period
to period.
12. SKF can also entered for an activity type on a cost center ( SKF that are activity
dependent).

PERIODIC REPOSTING: -

13. Periodic reposting is used as posting aid.

14. Primary posting are collected on an allocation object e.g. cost center, overhead
cost order, business process, wbs element or cost object to restrict no of FI posting
as much as possible.
15. The cost is allocated during period end closing to corresponding controlling object
using a key define by user.
16. Receiver of periodic reposting can be cost center, wbs element, internal order,
cost objects.
17. Number of receiver can be restricted in customization.
18. Only primary cost element can be reposted. During reporting original cost element
remain same.
19. Line item is posted for sender as well as receiver.
20. Total record is not saved during periodic reposting at clearing cost center.
21. Periodic reposting can be reversed and reposted as often as required.

DISTRIBUTION: -
22. Distribution is also used to transfer primary cost.
23. In distribution sender is only cost center or business process.
24. Receiver can be cost center, WBS element, internal order, cost object or a
business process.
25. Primary cost is distributed by means of user defined key.
26. Original cost element remains same.
27. Line item is posted for sender as well as receiver side.
28. Distribution can be reversed as often as required.
29. In distribution system writes total record for credit.
30. During periodic reposting system performance is better then distribution.

ASSESMENT: -
31. In assessment primary and secondary cost transfer.
32. During assessment cost center and business process can be used as sender.
33. Receiver can be cot center, WBS element, internal order, cost object and business
process.
34. No. of receiver can be restricted in customization
35. Line item is posted on sender as well as receiver side.
36. Cost element identity is lost at receiver as well sender side.
37. More than one assessment cost element can be used for differentiation purpose.
38. For assessment cost element category 42 is used.

CYCLE SEGMENT METHOD: -

39. Cycle segment is used for periodic reposting, assessment and distribution.
40. In a segment, cost center will allocation value based on the same rules are
combined will receiver object that have tracing factor based on same rules.
41. Several segments are grouped into a cycle.
42. A cycle can be defined for entire controlling area.
43. Separate cycle can be created for plan and actual allocation.
44. Sender rule for cycle segment are: -
(A) Posted amount
(B) Fixed amount
(C) Fixed price
45. Receiver rule for cycle segment are: -
(A) Posted amount
(B) Fixed amount
(C) Fixed price
(D) Variable portion.
46. A dependent cycle use result from previous cycle.
47. An independent cycle can be processed in parallel if they have same allocation
type.
48. Cycle can run parallel to each other only if they belong to different cycle flow
group.
49. Once processing is completed, you can check for error using the processing log.
50. Iteration indicator can be activated or deactivated in cycle header.
51. Cycle can’t iterate with each other.
52. Segment can iterate with each other provided segments are from same cycle.
53. Cycle header contain: -
(A) Formal check: - can use to test individual cycle prior to cycle run.
(B) Object search: - using this function a search can be start for cycle object.
(C) Overview of segments: - list critical segment data, add copy delete segments
etc.
54. Segment can be short or add in cycle in line with your requirement.
ASSESMENT ALLOCATION STRUCTURE: -

55. Allocation structure is combination of assessments.

56. Allocation structure is then assigned to segments.
57. In allocation structure you can assign single cost element, cost element areas or
cost element group to an assessment cost element.
58. In allocation structure you define which cost element are to be allocated under
which assessment cost element.
59. You specify whether cycle can be carried out cumulatively on the header of cycle
processing.
60. Cumulative processing is only possible for distribution, assessment and periodic
reposting.
61. Rebooking function can be use only in combination with reversal function.
62. Segment adjustment is possible for assessment, distribution and for periodic
reposting.
63. Individual segments are reused and rebooked but not whole cycle.

MANUAL COST ALLOCATION: -

64. Manual cost allows you to post primary and secondary cost manually.
65. Manual cost allocation does not required any customization.
66. Manual cost allocation is applicable to all cost categories except category 43
(direct activity allocation).
67. Sender and receiver include cost center, internal order, WBS elements, business
process, network, cost object real estate objects and customer objects.
68. Manual allocation can be done for actual data only.
69. Account determination helps you decide which reconciliation account posting are
to be made.
70. Adjustment account is required for secondary cost element.
71. Reconciliation posting to FI can be making any time.
72. Period lock is used to lock plan and actual business transaction for combination of
controlling area, fiscal year and version.
73. It is possible to lock individual business transaction for all period.
74. It is possible to lock all business transaction for a particular period.

CCA PLANNING

1. Aims of planning: -
(A) Can structure of your business transaction.
(B) Benchmark to control
(C) Comparison can be done with plan and actual data and target with actual
data
(D) Base for valuating business transaction.
2. Plan data can be saved only in alternative version.
3. Actual posting always version 0
4. Definition of version applied for whole controlling area.
5. Controlling version create centrally and add application specific settings for PA,
PCA and IO
6. When create a controlling, system automatically create version 0 which is valid for
5 fiscal years.
7. Planning can be done for: -
(A) Statistical Key Figures
(B) Activity type
(C) Primary and secondary cost
(D) Revenue planning
8. Activity input from other cost center can’t plan.
9. The planning data is entered in controlling using entry screen, the layout of which
define in customizing. These screens know as planning layout.
10. Planning area in cost center accounting: -
(A) Cost element/activity input
(B) Activity output/price
(C) Statistical key figures
11. For each planning area at least one planning layout should be created.
12. Planner controls the planning process.
13. Planner profile can have no of planning layouts to any number of planning area.
14. Planning can be done centralized or decentralized.
15. At a time centralized as well as decentralized planning can be used.
16. Planning layout is defined using report painter.
17. Planning layout consists of header and multiple lead and value columns.
18. Selection criteria of planning defined in header.
19. For activity independent planning, need only one lead column for cost center.
20. Planner profile can define with setting for overhead cost planning, profitability
analysis and profit center accounting.
21. Sequence for planning: -
(A) Statistical key figures
(B) Activity output
(C) Price planning each cost center
(D) Primary cost planning.
22. Primary cost can be planned manually as well as automatically.
23. Automatic planning for primary cost – plan periodic reposting, plan distribution,
plan accrual.
24. Secondary cost element can be automatically plan ( plan assessment)
25. Statistical key figures are used as tracing factors for periodic reposting,
distribution and assessment.
26. SKF use to plan: -
(A) Create company key figures on cost center.
(B) Provide receiver base for internal allocation.
27. System interprets the value entered in the entry screen as total value for the
period.
28. Distribution key is used to do period based distribution of the total value.
29. Defaulted as well as standard distribution key can’t be changed.
30. Standard distribution key 1 used for distribute planning value evenly in all period
and standard distribution key 7 used to distribute planning value in all period by
number of calendar days.
31. Customer Distribution key can be defines as many as per the requirement.
32. Primary cost that are activity independent, can plan only the fixed costs.
33. Resource planning is done for planning primary cost and revenue for cost center,
IO and WBS.
34. If resource price are updated, system update plane price automatically.
35. You can choose between activity dependent and activity independent planning of
resources.
36. By assigning several resources to one cost element, chart of a/c can be reduce
without loosing important information for cost analysis.
37. In dependency planning both activity dependent and activity independent primary
cost base on value and quantities.
38. Formula planning lets you use calculation dependencies to plan your cost center
cost.
39. Formula planning support manual planning.
40. Formula planning template can be used in more than one cost center master data.
41. Planning process can be locked to prevent changes being made.
42. Lock indicator is available in planning version.
43. Planning can be locked for a combination of controlling area, fiscal year and
version.
44. Planning can be copy: -
(A) Within fiscal year, version and cost centers.
(B) Between different fiscal year, periods and version.
45. In revaluation planning data can be increase or decrease on a percentage bases.
46. Cost and amount can also be revaluating.
47. Revaluation can be done for all the cost elements used in the primary cost element
and revenue planning.
48. Revaluation can’t be done for assessment cost elements, input cost element and
cost element used in indirect activity allocation.
INTERNAL ORDERS (OVERHEAD ORDERS)

2. In the master data of internal order, we have to decide whether it is REAL or

STATISTICAL order.
3. The real orders are used to collect the cost and distribute to other objects.
4. Cost on real orders is settled.
5. Real orders are assigned to company code when created.
6. If business area balance sheet selected in FI, the order MUST assigned to business
area also.
7. While posting a transaction if internal orders used then cost center is taken
automatically provided the cost center must be mentioned in the master data of
statistical orders.
8. You can option to assign company code and business area in internal order master
record. If assigned then entry in corresponding cost center can only be made if
belongs to the mentioned company code and business area.
9. Statistical order can’t be settled.
10. Internal orders are defined at controlling area and assigned to a company code.
11. Types of internal orders: -
(A) Overhead cost order: - can be settled with order, profitability segment, cost
center and project.
(B) Investment order: - can be settled with GL account, cost center, assets and
projects.
(C) Accrual orders: - can be settled with profitability segment, cost center.
(D) Order with revenue: - can be settled with GL account, profitability segments,
sales order, billing element and orders with revenue.
12. For an internal order to be “investment order”, the investment profile must be
defined in order master record.
13. Investment orders include line item settlement in addition to standard
settlements.
14. Accrual orders can be used to collect monthly credits resulting form accrual
calculation.
15. Accrual orders category type is “02(accrual calculation order)”.
16. If SD is not used then internal order can be used as order with revenue
17. To allow revenue posting in internal order, “allow revenue posting” should be
activated in order type.
18. Cost on revenue order can be settled with any recipient.
19. Revenue on revenue order can be settled with profitability segments, other orders
with revenues, GL account but not on cost center.
20. Internal order can be created only with reference to an order type
21. While assigning order type to the internal order, certain parameters transfer into
order.
22. Order type is valid for entire client.
23. Order type may also be used to group together order of similar characteristics.
24. Order type determines: -
(A) Whether commitments managements is active.
(B) Whether revenue postings are allowed
(C) Order status management
(D) Characteristics of master record fields
(E) General parameters for settlement, planning and budgeting
(F) Order layout
25. Cost center and overhead orders are assigned to company code and controlling
area.
26. If values are to be directly posted in profit center, profit center must be defined in
master data of internal order.
27. Plan data can also be transferred to profit center if profit center is assigned to
overhead order in master data.
28. You can designed you own screen layout assigned it to an order type.
29. Master data can have up to 5 tab pages.
30. Master data has 9 predefined group boxes.
31. You can display or hide the fields in group boxes and define them optional or
mandatory.
32. Order categories are: -
(A) 01 for overhead orders
(B) 02 for accruals
(C) 03 for model order
(D) 04 for CO production order
33. Status management in overhead orders inform, you that particular phase in order
life cycle has been reached and contains which business transaction.
34. Stages of status management: -
(A) Created
(B) Released
 (C) Technically completed
(D) Closed
35. Status of an order can be change in master data record.
36. User defined status indicator can also be created.
37. A status can: -
(A) Allow a business transaction
(B) Allow business transaction with warning
(C) Prohibit a business transaction.
38. You define user status and associated rules in status profile and assign profile to
you order type.
39. Order groups are defined and order type at client level and there fore can be used
by other controlling area.
40. Order groups are useful for planning, setting costs, calculating overhead and
creating reports.
41. Two groups with same name can’t be created.
42. A group can be created copying existing group but under new name.
43. An existing hierarchy can be copied with a suffix added.
44. An order can be assigned to multiple groups
45. Use selection variant to gather orders in a single listing for collective processing.
46. To post an order, the order must have the appropriate status i.e. status that allow
the business transaction.
47. SKF also can be post in orders.
48. Commitment management must be activated in order type and controlling area to
generate commitment information on an order.
49. Commitment in overhead cost order are generated in MM and CO.
50. A commitment is recorded automatically when you assign an overhead cost order
to MM purchase requisition or purchase order line item.
51. Commitment can be manually generated by entering fund commitment in CO.
52. Open commitment can be carried forward into 1ST period of next fiscal year.

PERIOD END CLOSING – OVERHEAD ORDERS

53. Period-end closing include following activities: -

(A) Periodic reposting, assessment, distribution, indirect activity allocation.
(B) Overheads
(C) Process costs
(D) Actual activity price revaluation
(E) Settlement
(F) Period locking
(G) Updating the reconciliation ledger
54. Overhead costing is the means by which you allocate indirect cost to appropriate
object by applying a percentage or quantity based fixed amount to specific cost
base.
55. The basis for applying overheads is primary cost elements which were posted
directly to the order.
56. Overheads can be applied to both planned and actual costs or on the basis of
commitment data.
57. Element for determination of overhead calculation: -
 (A) Calculation base: - specify the cost element base to which overhead is applied
such as cost elements, source, overhead with fixed or variable cost element
only.
(B) Proportional overhead: - allow you to define the amount of overhead. It may
be percentage base overhead or quantity base overhead.
a) The dependency allows you to differentiate overhead rates or amount by
plant, company code, profit center, responsible cost center, order type, or
other criteria
b) The overhead type determines whether the overhead calculation is for
actual, plan or commitment data

(C) The credit key defines which object (cost center or internal order) is credited
to offset the debit to your overhead cost order. You also specify which cost
element should be used to post the overheads
58. Overhead cost order can be receiver of cost center activity allocation.
59. Periodic Reposting is applicable to overhead orders.
60. For settlement of an overhead order, it must be define in a segment of its life
cycle as a sender.
61. Transfer of overhead cost order to its final destination like cost center, wbs,
profitability segment is called settlement.
62. Order can settle individually or collectively.
63. External settlement is done to GL and assets (cost element type 22)
64. Internal settlement is done to object in CO ( cost element type 21)
65. Settlement of order in not mandatory.
66. Settlement rule must be defined in order master data in both the cases. (Basic
settlement and extended settlement).
67. Basic settlement: - 100% cost settle to one cost center or to one GL account under
one cost element.
68. Extended settlement: - settlement parameter is maintained in master record for
basic settlement as well as extended settlement.
69. Settlement parameter contains settlement profile, settlement structure, PA
transfer structure etc.
70. In external settlement cost can be settled to one or more receiver.
71. Settlement profile is entered in order type and having following function: -
(A) It determined whether settlement is required
(B) It identified a valid receiver type and entered them in as default in order
master record.
(C) It set the settlement indicators
(D) It define document management parameters
(E) It identified the default value for the other settlement parameters in master
record
72. The settlement structure controls how original cost elements are assigned to
settlement cost element.
73. You have also option to settle using the original cost element.
74. The source structure controls settlement to different receiver depending on the
original cost elements that were posted to the order.
75. Cost can be allocated to receiver on the basis of Percentage, Equivalence number
or Fixed -amount.
76. Only one allocation base can be attached with a settlement rule.
77. Distribution rule are entered in settlement rule overview screen.
 78. Settlement type are: -
(A) PER – settle only the cost for the period you specify.
(B) FUL – settle all the cost on a sender object.
79. At the time of each settlement, a settlement document is created. This is required
in case of reversal of settlement.
80. Number range is defined for settlement document in customization.
81. In settlement profile the retention period is define for a settlement document.
After that data can be archived.
82. Allocation structure allows you to define which cost element should be settled
using a settlement cost element or original cost element.
83. Source structure define how much of cost element should be settled.
84. The source structure is also set in customization.
85. Source structure enables you to settle cost element to receiver using different
settlement rule.
86. Source structure can be inserted in settlement profile or activated in master date
of internal order.
87. Every line item of investment order can be settled individually.
88. Source structure are not required if all cost element settle according to the same
rule?
89. Automatic generation of settlement rule is new tools from release 4.6.
90. An automatic generation of settlement rules can always be created for one order
type.
91. Order can be settled with another order.
92. Order are settled in descending order e.g. order in top at hierarchy settled first.
93. Order once settled in a period (X) can be reversed and correctly settled in next
period (X+1).
94. The period X called settlement period and period X+1 is called posting period.
95. The settlement correction is possible for both individual and collective processing.

PLANNING V/S BUDGETING (INTERNAL ORDER)

96. Methods of internal order planning:-

(A) Overall planning: - planning for an order on annual bases.
(B) Primary and secondary costs and revenue planning: - Applicable detail
information is available for an internal order. This could be manual or
automatic.
(C) Unit costing: - If detail information available about source of supply,
quantities, and price.
(D) Statistical key figures: - SKF can be plan and use them as a base of allocation.
97. A planning profile is to be created for overall planning and assigned it to order
type.
98. Within the planning profile you can specify whether planning is for yearly or overall
bases.
99. Only those cost center, cost element, activity type and SKF can be taken into the
account during planning if they are in groups and stored in the planning profile.
100. Internal order can be planned in multiple versions.
101. When controlling area is created system by default create version 000 with a
validity of 5 fiscal years when actual cost are planned.
102. Two indicators must be set for integrated planning in the version: -
 (A) Integrated planning: -If planning data is passed on to profit center and special
GL, this indicator must be on.
(B) Integrated planning with cost center/business processes: - If cost center
accounting and activity based accounting is include in planning, this indicators
must be active in plan version.
103. Actual as well as plan value can be copied from internal order to plan version.
104. A budget profile must be created and must be assigned it to an order type before
creating budget for an internal order.
105. Number range 04 must be defined in customizing for budget document.
106. Tolerance limits are defined in budget profile.
107. On exceeding the budget limits system display warning, send warning through E-
mail to responsible person or display error massage. The document cause
exceeding the budget can’t be post.
108. If information required through E-mail, budget manager’s must be defined in
budget profile for each order type and object class in customization. If not define,
system display error message.
109. Budget can be carry forward to next fiscal year. Also budget can returned to old
fiscal year up to the amount of budget actually carried forwarded.
110. Budget those mark with completion or for that all flag deleted can’t be carry
forward. Also negative budget can’t be carry forward.
111. Commitments are not taken into account while calculating unused funds.
112. Budget can be entered in different currency, they are converted and saved.
113. In order type or project profile, we define the currency for budget profile.

POFIT CENER ACCOUNTING

CREATION OF CONTROLLING AREA: -

1. Before creating profit center standard hierarchy must be define at controlling area.
2. While creating standard hierarchy profit center DUMMY must entered.
3. Elimination of Internal Business ensured that transaction between same profit center
(cost center, internal order), which are assigned to the same profit center.
4. Currency for the controlling area must be select. The currency may be: -
(A) Controlling area currency (currency type 20)
(B) Group currency (currency type 30)
(C) Profit center currency (currency type 90
5. If you want to store data in transaction currency, must select STORE TRANSACTION
CURRENCY.
6. To valued the stock and goods movement, you must choose: -
(A) Legal view: - Valuation method is same as in company code.
(B) Group view: - The methods which are using by group companies.
(C) Profit center view: -In this method you can show the internal revenue in PCA
7. Control indicator shows the beginning of the fiscal year. If it is not set, no data will
post in profit center.
8. Distribution method defines which data store in which system.
9. Profit center accounting can define into area of responsibility for profit: -
(A) Geographical profit
(B) Product design wise
(C) Functional division
10. Standard hierarchy must be created before creation of profit center.
11. Standard hierarchy can be created either from user menu or from MIG.
12. If profit center structure is same as cost center, you can copy the structure and
change accordingly.
13. Profit center define at controlling area.
14. Profit center is time base. You must define the validity period.
15. Profit center can be locked for specified period. If it is locked, and any data post in
it, system shows the error message and does not post the data.
16. Profit center assigned to all company code by default. If you deselect some
company code and try to post the data in these company codes, the posting will not
carry out.
17. Profit center master data include: -
(A) Address and communication data
(B) Validity period
(C) Company code
(D) Basic data
18. Profit center must be define for all company code but in case no profit center define
and posting made in that company code, the posting will post in DUMMY profit
center automatically.
19. We can change the wrong profit center though assessment and distribution.
20. The validity period of DUMMY profit center can’t define. It takes maximum validity
period automatically.
21. Dummy profit center can’t copy for creating other profit center.
22. Profit center accounting based on Chart of Account assigned to controlling Area.
23. Revenue and cost element can maintain directly in profit center accounting.
24. For reporting purpose, you can define any no of hierarchical structure. These called
Account Group.
25. Account group for profit center account can be copied or existing cot element group
or balance sheet/P&L structure.
26. Statistical key figure can be actual or plan.
27. Statistical key figure can be used as base of allocation for periodic distribution,
assessment or activity allocation.
28. Statistical key figure may be fixed or total.
29. Overhead cost center object e.g. cost center/internal order/project/business
process can be assign to profit center. In this case controlling area must be same.
30. Cost center and business process are assigned to profit center in master record basic
data screen.
31. Cost center and internal order are assigned to profit center. If these cost center and
internal order are assigned to assets, then these assets will be automatically
assigned to profit center.
32. Internal order and maintenance order are assigned to profit center in order master
data assignments screen.
33. Profitability segments do not have master data record. It is a combination of
customer/products/plant/distribution channel etc. Profit center are the base of
above combination.
34. Assign all account assignment objects which incurred cost and revenue to profit
center. These assignments also determined the transfer of balance sheet item to
individual profit centers.
35. Due to assignment logic the profit center is not posted simply. Data is derived from
primary account objects (cost center/ internal orders).
36. Generally, posting of cost and revenue to PCA are based on assignment of sales
order/production orders and cost object. Overheads cost is based the assignment of
the account assignment object in overhead management (cost center/internal order
etc.) to profit centers.
37. Cost objects are used in product cost accounting to collect and store cost which
can’t be assigned to object to a lower level (orders, projects or cost centers).
However in certain circumstances, you may need to assigned cost object to a profit
center. The assignment logic used here the same that used for assignment cost
centre.
38. Cost object menu contains the general cost object as well as the cost object for
process manufacturing.
39. Project structure includes: -
(A) Work Break Down Structure(WBS)
(B) Network Header
(C) Network Activities
40. If profit center are not assigned to WBS, then system post data in Dummy profit
center.
41. If profit center is not assigned to network header, then it will take profit center
from WBS.
42. If profit center in not assigned to network activities than it will take profit center
from network header. If it doesn’t found profit center on this stage, it will take from
WBS.
43. Assignment monitor is a place where you can check all the assignment (order,
business process, cost center, cost object, material and WBS) made to a profit
center. It also supports you to change any of them or all.
44. You can directly go to the different assignment from monitor such as material
menu/order menu/cost object menu etc.
45. An incorrect assignment leads to incorrect posting in profit center accounting which
is very difficult to correct.

ACTUAL DATA

1. System determine the profit center by two methods: -

(A) Dynamically: - Take only current assignment profit center.
(B) Indirectly: - take from preceding document.
2. System determine the profit center in following step: -
(A) If substitution has been set in FI or CO, system take profit center from
substitution.
(B) If data transfer in cost or revenue account, profit center always determined
from master record of real order.
(C) If data transfer to profit center from balance sheet or profit & loss account
and profit center set, then system take profit center from derivation rule.
(D) If data transfer from profit and loss account and which affect the logistic
process and no profit center is set, then profit center is DUMMY taken by
system.
3. If selected B/S item are analysis at profit center, then profit center become an
investment center.
4. Balance Sheet item is transfer to profit center at period end closing in real time
except account payable/receivable.
5. WIP/assets and stock including finished/semi finished and raw material can be
transfer to profit center in real time.
6. Account, which you want to transfer to profit center, set in customizing. After
setting account, opening balances from source system to be transfer. Then only you
can post a line data to profit center.
7. At the year ends closing balance to be transfer balance sheet item to next year.
8. While running periodic processing, system overwrite the corresponding data if
already exists.
9. Balance sheet item can be transfer online or periodically to profit center.
10. If profit center managed in line item bases. Systems update every document with
corresponding FI document in profit center.
11. In case of without account base profitability analysis then system update profit
center as reconciliation object.
12. The reconciliation object is a combination of company code, business area and profit
center.
13. Assets are posted in profit center via internal order and cost center.
14. System delete previous transfer every time you run periodic posting.
15. In case purchase order to warehouse, the system takes profit center from material
master per purchase order item.
16. Profit center in goods receipt always from preceding documents i.e. PO.
17. Price difference is posted in profit center of the material purchased (provided PO is
not assigned to profit center).
18. Primary posting are posted to profit center using same Cost elements through CO
object.
19. Statistical key figure also posted in PCA though account assignment object (cost
center, cost center/activity types, orders, cost objects, network, WBS elements,
Sales Documents).
20. All the secondary transfers between CO objects are selected and represented in the
assigned Profit Center (e.g. utilization of cost center services for a production
order)
21. While reposting and allocation following record update in profit center: -
(A) Profit center of crediting account object is “credited” using the same cost
element, and the profit center of the object to be debited is used as the
partner profit center
(B) In addition, the profit center of the “receiver” is debited using the same cost
element, and the profit center of the sender is used as the partner profit
center.

22. Profit center of sale order transfer to delivery note and then to billing documents.
23. The profit center is assigned at the item level of sale order.
24. If cost of sale account is activated for a company code function area is determined
when profit and loss account posting are made.
25. No functional area is determined when posting are made to balance sheet accounts
or statistical key figures in controlling.
26. If service profit center or allocation center is created in a profit center hierarchy,
you must need to assess or distribute cost again in profit center accounting.
27. In certain circumstances it may also necessary to allocate revenue and sale
deduction in profit center accounting.
28. Assessment and distribution of data in profit center must be done after closing
activity of all application which supplied data to profit center.
29. Assessment and distribution work in the same way as in overhead management, but
affect only PCA posting only.
30. Once you have activated the function for carrying balances forward to PCA in
customizing, the system performs it automatically for all postings which are
transferred from FI or entered manually in PCA.

TRANSFER PRICE

1. Transfer price is applicable only within tow-company code.

2. Different views of transfer price: -
(A) Transfer price for group point of view: - Group cost of goods manufactured.
(B) From profit center point view: - Moving average price
(C) From legal point view: - Sale and purchase price
3. For cross company code transfer between profit centers, you must define the price
from legal profit center viewpoint in sales & distribution.
4. For the purpose of parallel valuation is R/3, the corporate group is represented by
the controlling area.

PROFIT CENTER PLANNING

1. Methods of profit center planning: -

(A) Copying actual or plan data from existing plan for planning
(B) Posting data by period or though transaction from other application
(C) Manual planning of profit center
(D) Comparison of different plan version though various plan reports.
(E) Distribution and assessment of data between profit centers.
2. Plan data in profit center accounting stored in different plan version.
3. Plan version can be analyze and compare in information system
4. Plan data can be transfer from other components of R/s e.g. cost center. For this
you have to maintain the control parameters in profit center accounting.
5. Plan version is always valid for the entire CO module.
6. While selecting “lock indicators” you can lock the plan version. After this plan
version can’t be changed.
7. The line item indicators control whether plan line item are updated.
8. If on line data transfer indictors selected, the data transfer automatically into profit
center accounting by activity. If not selected, the transfer posting done by fiscal
year.
9. Exchange rate indictor is only relevant for plan data, which is entered manually.

PALNNING LAYOUT
10. Value column are defined using key figures such as profit center currency of legal
currency.
11. Layout setting one made can’t change.
12. In general selection we specify setting which is valid for entire planning layout in a
layout for cost & revenue planning, you choose the characteristics such as version,
period, fiscal year and profit center etc.
 PLANNING PROFILE

13. Planning profile is used to control planning process.

14. You can make plan using planning layout if you work with a planner profile.
15. A planner profile contain default parameter for manual planning: -
(A) Planning layout
(B) Default value for distribution key
(C) Planning documents type
(D) Default value for variables in planning layouts.
16. Defaults parameters in planner profile can be overwrite before locking planning
profile.
17. By assigning authorization group to planner profile, you can control what objects
your user is authorization to process.
18. Profit center planning is start from business planning. Generally a span of one fiscal
year.
19. Profit Center planning contain: -
(A) Sales planning
(B) Master production schedule
(C) Cost plan
(D) Revenue plan

PLAN DATA TRANSFER

20. Plan data can be transfer in real time from CO object e.g. cost center/internal
order/project/network to profit center accounting for each R/3 activity.
21. If you are not working with line item, you have to post all the objects of selected
type when you repeat the transfer.
22. Profitability analysis lets you transfer revenue from revenue planning.
23. It is possible to transfer planned value and qty. periodically from costing base
profitability analysis to profit center accounting.

MANUAL PLANNING

24. Standard planning layout can be used or we can define our own planning layouts.
25. Planning can be centralized or decentralized.
26. Planning can be done in different currencies.
27. Planning can be done quarterly, half yearly or yearly.
28. Planning layout is defined in customizing.
29. Planning data can be downloaded to excel sheet and can be reloaded into SP by
using uploading function.
 FORMULA PLANNING

30. Formula planning support manual planning and allow user to utilized mathematical
dependencies to plan cost / revenues balance sheet account SKF for your Profit
center.
31. A template can be define for different mathematical formula relationship and can be
used in different profit center.
32. Template can be assigned to a profit center in the master data maintenance.
33. A template is evaluated for a profit center or profit center group by company code
34. Through collective processing, template can be assigned to profit center master
record.
35. Creation of Templates for formula planning of profit center can be done in profit
center accounting environment.

COPY PLAN

36. Copy plan function allows you to copying existing transaction data as a basis for new
plan.
37. You can revaluate the selected source data both in term of amount and qty.
38. While copying plan. We need to specify whether system should overwrite the
existing data in target plan or added the new data.
39. Plan data from on company code for a fiscal year can be copied to another company
code.

PLAN ALLOCATION

40. Plan closing contain: - (A) Allocation (B) Distribution.

41. Assessment and distribution must be start after closing of all activity which affects
the profit center accounting.
42. In profit center accounting data can be allocated within one company code.
43. Assessment and distribution cycle must be assigned to one company code only.
44. Allocation and distribution help you to transfer plan data/actual data from one
profit center to another profit center.