SAP ERP Financials and FICO Handbook (S. N. Padhi) (z-library.sk, 1lib.sk, z-lib.sk)

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S. N. Padhi SAP® ERP Financials and FICO Handbook

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SAP® ERP Financials and FICO Handbook

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THE JONES AND BARTLETT PUBLISHERS SAP® BOOK SERIES SAP® R/3® FI Transactions V. Narayanan (978-1-934015-01-8) © 2007 Upgrading SAP® Maurice Sens (978-1-934015-15-5) © 2008 SAP® FI/CO Questions and Answers V. Narayanan (978-1-934015-22-3) © 2008 SAP® ABAP™ Handbook Kogent Learning Solutions, Inc. (978-0-7637-8107-1) © 2010 SAP® ABAP™ Questions and Answers Kogent Learning Solutions, Inc. (978-0-7637-7884-2) © 2010 SAP® MM Questions and Answers Kogent Learning Solutions, Inc. (978-0-7637-8144-6) © 2010 SAP® SD Questions and Answers Kogent Learning Solutions, Inc. (978-0-7637-8198-9) © 2010 SAP® ERP Financials and FICO Handbook S. N. Padhi (978-0-7637-8080-7) © 2011 For more information on this series and its titles, please visit us online at http://www.jbpub.com. Qualified instructors, contact your Publisher’s Representative at 1-800-832-0034 or info@jbpub.com to request review copies for course consideration.

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S. N. Padhi SAP® ERP Financials and FICO Handbook

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World Headquarters Jones and Bartlett Publishers 40 Tall Pine Drive Sudbury, MA 01776 978-443-5000 info@jbpub.com www.jbpub.com Jones and Bartlett Publishers Canada 6339 Ormindale Way Mississauga, Ontario L5V 1J2 Canada Jones and Bartlett Publishers International Barb House, Barb Mews London W6 7PA United Kingdom Copyright © 2011 by Jones and Bartlett Publishers, LLC All rights reserved. No part of the material protected by this copyright may be reproduced or utilized in any form, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without written permission from the copyright owner. This publication contains references to the products of SAP AG. SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. Business Objects and the Business Objects logo, Business Objects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius and other Business Objects products and services mentioned herein are trademarks or registered trademarks of Business Objects in the United States and/or other countries. SAP AG is neither the author nor the publisher of this publication and is not responsible for its content, and SAP Group shall not be liable for errors or omissions with respect to the materials. Jones and Bartlett’s books and products are available through most bookstores and online booksellers. To contact Jones and Bartlett Publishers directly, call 800-832-0034, fax 978-443-8000, or visit our website, www.jbpub.com. Substantial discounts on bulk quantities of Jones and Bartlett’s publications are available to corporations, professional associations, and other qualified organizations. For details and specific discount information, contact the special sales department at Jones and Bartlett via the above contact information or send an email to specialsales@jbpub.com. Production Credits Publisher: David Pallai Editorial Assistant: Molly Whitman Production Director: Amy Rose Production Editor: Kat Crighton Associate Production Editor: Melissa Elmore Associate Marketing Manager: Lindsay Ruggiero V.P., Manufacturing and Inventory Control: Therese Connell Composition: diacriTech Cover and Title Page Design: Scott Moden Cover Image: © Gastev Roman/ShutterStock, Inc. Interior Images: © SAP AG. All rights reserved. Printing and Binding: Malloy, Inc. Cover Printing: Malloy, Inc. Library of Congress Cataloging-in-Publication Data Padhi, S. N. SAP ERP financials and FICO handbook/S.N. Padhi. p. cm. Includes index. ISBN 978-0-7637-8080-7 (hardcover) 1. SAP ERP 2. Financing Corporation (U.S.) 3. Accounting—Computer programs. I. Title. HF5679.P23 2010 657.0285'53—dc22 2009037367 6048 Printed in the United States of America 13 12 11 10 9 10 9 8 7 6 5 4 3 2 1

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This book is dedicated to my wife, Sharmistha.

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ABOUT THE AUTHOR A graduate in commerce and an associated member of the Institute of Chartered accountants of India, New Delhi, S. N. Padhi has more than 26 years of experience in accounting, finance, taxation, audit, and information technology. He is a participating SAP FICO consultant. vi

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TABLE OF CONTENTS An Introduction to SAP Software xi Preface xiii Chapter 1 Interview Questions and Answers 1 1.1 SAP-General 1 1.2 FI-General 12 1.3 Enterprise Structure (FI-ES) 15 1.4 G/L Accounting (FI-G/L) 24 1.5 Accounts Payable (FI-AP) 44 1.6 Accounts Receivable (FI-AR) 52 1.7 FI-AA 54 1.8 General CO 65 1.9 CO-CEL 70 1.10 FI-CCA 71 1.11 CO-PCA 79 1.12 CO-IO 80 1.13 CO-PA 84 1.14 Product costing (CO-Pc) 86 1.15 SD 87 1.16 MM 89 1.17 Technical Questions 91 Chapter 2 Certifi cation Questions and Answers 95 2.1 Questions 95 2.2 Answers 123 Chapter 3 Issues and Resolutions 127 3.1 SAP General 127 3.2 General Ledger (G/L) Accounting 128 3.3 Accounts Payable (AP) 135 3.4 Assets Management (AM) 143 vii

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3.5 Cost Center Accounting (CCA) 156 3.6 Profit Center Accounting (PCA) 156 3.7 New G/L 157 Chapter 4 Confi guration Steps 159 4.1 Enterprise Structure (FI-ES) 159 4.2 General Ledger Accounting (FI-G/L) 161 4.3 Accounts Payable (FI-AP) 163 4.4 Accounts Receivable (FI-AR) 168 4.5 Bank Accounting (FI-BL) 171 4.6 Assets Accounting (FI-AA) 174 4.7 Controlling Area (CO) 177 4.8 Cost Center Accounting (CO-CCA) 177 4.9 Internal Order (CO-IO) 179 4.10 Profit Center Accounting (CO-PCA) 181 4.11 Profitability Analysis (CO-PA) 182 4.12 Product Costing (CO-PC) 183 Chapter 5 User Transaction Codes 187 5.1 General Ledger (G/L) Accounting 187 5.2 Accounts Payable (AP) 192 5.3 Accounts Receivable (AR) 199 5.4 Assets Management (AM) 205 5.5 Cost Element Accounting (CO-CEL) 209 5.6 Cost Center Accounting (CO-CCA) 211 5.7 Internal Order (CO-IO) 217 5.8 Profit Center Accounting (CO-PCA) 220 5.9 Profitability Analysis (CO-PA) 224 5.10 Product Costing (CO-PC) 226 Chapter 6 FICO Quick Tour 229 6.1 SAP General 229 6.2 FI General 230 6.3 General Ledger (G/L) Accounting 232 6.4 AP and AR 240 6.5 Asset Accounting (AA) 247 6.6 CO General 252 6.7 CEL 254 viii TABLE OF CONTENTS

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6.8 Cost Center Accounting (CCA) 255 6.9 IO 257 6.10 PA 258 6.11 PCA 261 6.12 PCC 263 Chapter 7 Special Areas 265 7.1 Foreign Currencies 265 7.2 Intercompany Transactions 266 7.3 Bank Reconciliation 269 7.4 Lockbox Configuration 271 7.5 Revenue Recognition 273 7.6 Automatic Payment Program 275 7.7 Three-Way Match 276 7.8 P2P 277 7.9 Vendor Down Payment and Clearing 278 7.10 Order to Cash (OTC) 279 7.11 Make to Order 280 7.12 Summarization Levels in CO-PA 281 Chapter 8 New GL 285 8.1 Document Splitting 288 8.2 Transaction Codes 289 Chapter 9 Tables in the SAP System 291 9.1 Enterprise Structure (FI-ES) 291 9.2 General Ledger Accounting (FI-G/L) 292 9.3 Accounts Receivable (FI-AR) 293 9.4 Accounts Payable (FI-AP) 294 9.5 Assets Management (FI-AA) 294 9.6 General (CO) 295 9.7 Cost Center Accounting (CO-CCA) 295 9.8 Profit Center Accounting (CO-PCA) 296 9.9 Profitability Analysis (CO-PA) 296 Chapter 10 SAP MM Confi guration 297 Chapter 11 SAP SD Confi guration 301 Index 305 TABLE OF CONTENTS ix

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AN INTRODUCTION TO SAP SOFTWARE SAP stands for Systems Applications and Products in Data Processing. SAP® software is the leading enterprise information and management package worldwide. Use of this package makes it possible to track and manage, in real time, sales, production, financial accounting, and human resources in an enterprise. SAP AG is the third-largest software company in the world. Founded in 1972, SAP now employs more than 48,500 people in more than 50 countries. SAP global headquarters is located in Walldorf, Germany, and the company is listed on several stock exchanges, including the Frankfurt DAX and the New York Stock Exchange, under the symbol SAP. SAP has more than 2,400 partners, 26 industry solutions, and 12 million users at 140,000 installations around the world. The following shortcuts are commonly used when working with SAP solutions. Action Shortcuts Enter <Enter> Save F11, Ctrl+S Back F3 Exit Shift+F3 Cancel F12 Help F1 Execute F8 Possible Values F4 Current Date F4 and F2 TABLE 1 Shortcuts xi

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PREFACE This book is different from other books available on the market. The main goals of this book are to provide readers with a good knowledge base, to offer a better understanding to those new to SAP® Financial Accounting (FI) and Controlling (CO), and to sharpen the skills of experienced consultants. While writing this book, utmost care was taken to cover the most common, complex, and highly interview-oriented topics of SAP FICO. In this book, you will find almost all sections are arranged according to the FICO submodules. The screenshots are taken from SAP® R/3® Enterprise 4.70 and SAP ECC 6.0. This book is divided into the following chapters: n Chapter 1—Interview Questions and Answers: This chapter covers frequently asked questions and answers in an interview format. More than 224 questions and answers are presented by sub-modu le. Chapter 2—Certification Questions and Answers: This chapter n contains nearly 200 “objective type certification” questions and answers. This is one of the unique attributes of this book. Chapter 3—Issues and Resolutions: In this chapter, I explain the n probable solution of various production issues. Sometimes issues and resolutions depend on a particular SAP implementation environment. This is another one of the unique attributes of this book not found in other books. Chapter 4—Configuration Steps: While implementing SAP R/3 n or SAP ERP Financials, consultants always look for sequential steps that need to be followed. In this chapter, I provide the most common object-oriented configuration steps in a sequence with path and transaction codes. Chapter 5—User Transaction Codes: In this chapter, I provide n the most common user transaction codes. It is expected that a FICO consultant know commonly used transaction codes. Chapter 6—FICO Quick Tour: In this chapter, I recap various n sub-modules of FICO in bullet-point format. This gives readers a high-level understanding of various sub-modules of FICO and is a valuable feature of this book. xiii

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Chapter 7—Special Areas: This chapter covers various areas n of FICO that are highly important from an interview and implementation perspective. Chapter 8—New G/L: The concept of the New G/L came into n existence from SAP ECC 5.0 versions. It has many advantages compared to earlier versions of SAP software. In this chapter, I give a high-level overview of the New G/L and how it is different from G/L. Chapter 9—Tables in the SAP System: As you are aware, all n transactional data and configuration data is stored in various database tables. In this chapter, I provide various tables important to SAP FICO modules. Chapter 10—SAP MM Configuration: SAP ERP is n characterized by one-point data entry. Once data is entered in one module, it flows to and affects other modules. As a FICO consultant, if you are working in a project where an SAP Materials Management (MM) module is also implemented, you should have a basic understanding of MM configuration. In this chapter, I cover some basic configuration steps. Chapter 11—SAP SD Configuration: Similar to Chapter 10, in n this chapter, you will find basic configuration steps of the SAP Sales and Distribution (SD) module. I hope you will enjoy this book. All the best! S. N. Padhi xiv PREFACE

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Chapter 1 INTERVIEW QUESTIONS AND ANSWERS 1 1.1 SAP-GENERAL 1. What is the SAP® implementation roadmap and what steps are involved in it? The SAP implementation roadmap is a standard process provided by SAP AG for smooth SAP implementation and is called the ASAP Roadmap. The ASAP Roadmap consists of fi ve phases: (1) Project Preparation, (2) Business Blueprint, (3) Realiza- tion, (4) Final Preparation, and (5) Going Live and Support. FIGURE 1.1 ■ Project Preparation— In this phase of the ASAP Roadmap, decision-makers defi ne clear project objectives and an effi cient decision-making process. Here, project organization and roles are defi ned and implementation scope is fi nalized. ■ Business Blueprint— In this phase, the scope of the R/3 implementation is defi ned and the Business Blueprint is created. The Business Blueprint is a detailed docu- mentation of the customer’s requirements. ■ Realization— The purpose of Phase 3 is to configure the R/3 system. The configuration is carried out in two steps: baseline configuration and final confi guration.

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2 CHAPTER 1 INTERVIEW QUESTIONS AND ANSWERS ■ Final Preparation— The purpose of this phase is to complete the final preparation of the R/3 system for going live. This includes testing, user train- ing, system management, and cutover activities to fi nalize your readiness to go live. ■ Going Live and Support— During this phase, the fi rst early watch session should be held, where SAP experts analyze the system’s technical infrastructure. The aim is to ensure the system functions as smoothly as possible. 2. What does system landscape mean? The system landscape represents the SAP system deployment at your imple- mentation site. Ideally, in an SAP environment, a three-system landscape exists, consisting of the development server (DEV), quality assurance server (QAS), and production server (PRD). This kind of setup is not primarily designed to serve as a server cluster in case of system failure; rather, the objective is to enhance “confi guration pipeline management.” DEV CUST TEST SAND Development system Quality assurance system Production system QTST TRNG PROD QAS PRD FIGURE 1.2 System landscape The system landscape is the system structure that you have for your imple- mentation project. For example, you might have a development system, quality assurance (QA) system, and production system. It also includes how the confi gu- ration change goes through these systems and what controls there are. System landscape mostly has to do with the systems, their servers, and so forth.

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1.1 SAP-GENERAL 3 3. What are specs? Specs represent specifi cations. In an information technology (IT) environment, you will fi nd two kinds of specifi cations: (1) functional specifi cations and (2) technical specifi cations. These documents contain the business requirements, such as inputs, solutions, processing logic, and so on. Functional specification : The documentation typically describes what is needed by the system user as well as requested properties of inputs and outputs. The functional specifi cation is business-oriented. A functional specifi cation does not defi ne the inner workings of the proposed system, nor does it include informa- tion for how the system function will be implemented. Instead, it focuses on what various outside agents (e.g., people using the program, computer peripherals, or other computers) might observe when interacting with the system. Technical specifi cation : While the functional specifi cation is business-oriented, the technical specifi cation is system-oriented and discusses programming. 4. How many versions of the implementation guides (IMGs) are available in SAP? What are they? There are three versions of the IMG available in SAP. These are: ■ Reference IMG —The reference IMG contains all confi guration transactions avail- able for all functionalities/modules/submodules in the installed versions of SAP R/3. The reference IMG represents the base set of confi guration options from which SAP functionality can be confi gured. All other versions of the IMG are subsets of the reference IMG. ■ Enterprise IMG —The enterprise IMG only contains confi guration transactions that are applicable to a specifi c company’s installation of SAP software. The enterprise IMG serves the purpose of fi ltering out confi guration options that are not required by a company if certain modules are not implemented. ■ Project IMG —A project IMG contains a subset of the enterprise IMG confi g- uration transactions that need to be confi gured to complete a specifi c project. 5. In SAP solutions, is it possible to have a self-defi ned transaction code? Yes, self-defined reports, transactions, and functions are possible within SAP solutions. There might be numerous reasons why a company would want

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4 CHAPTER 1 INTERVIEW QUESTIONS AND ANSWERS customized transaction codes or reports. To cater to this demand, SAP allows the creation of user-defi ned transaction codes. User-defi ned transaction codes allow the user to speed up access to specifi c reports or programs since the user no longer needs to use transaction code SE38, enter the program name or report name, and press Execute. Instead, the user can simply use a predefi ned transaction code that will automatically open the program. Customized T-codes can be created by using transaction code SE93. Follow these steps to create a transaction code: 1. Name your transaction code. In this case, it is ZTEST1. FIGURE 1.3 Naming a transaction code 2. Click on the Create button and then select the relevant option in the screen that appears. In this case, select Program and selection screen . FIGURE 1.4 Creating a transaction code

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1.1 SAP-GENERAL 5 3. Click on the check mark icon at the bottom left of the screen. In the next screen that appears, assign a program name and selection screen and save your work. Now your transaction code ZTEST1 is ready for execution. FIGURE 1.5 Your new transaction code 6. What is the best practice for transporting confi guration requests? How can you transport a confi guration request? In standard SAP implementation, there will be three clients: (1) Development, (2) Quality, and (3) Production. These three clients may be located within one server or on different servers for each client. Confi guration will be carried out in the Development client and transported to the Testing client. After satisfactory test- ing of the SAP R/3 system, confi guration will be transported from the Development client to the Production client. If different servers are used for different clients, the request is generated in the Development client, which has to be released fi rst through transaction code SE10. Then the basis consultant will move the request to QUALITY through STMS, which is really the job of the basis consultant. After thorough testing, you can again ask the basis consultant to transport through STMS to move the request to the Production client.