Document Configuration: - The System Is Based On The Document Principle Which

Chapter 10
Document Configuration
• The system is based on the Document Principle which
states that every business transaction creates a
document. Document configuration through the IMG
defines the structure of each type of document.
• Chapter Objectives
– Provide a detailed understanding of what a system
document is, how it is structured, and for what it
is used.
– Be able to configure the system such that documents
(which represent business transactions) are created
and appear as desired.
4.6fi_10.1 Document Configuration

The Document Principle
One financial transaction generates one FI document
with a unique Document Number.
Invoice - SD Document - FI
Number: 999 Number: 9999999999
To: ABC Sandwiches Line items:

From: Fruits & Vegetables Ltd.
DR. ABC Sandwiches $60
1 box of tomatoes $60 CR. Sales Revenue $60
Total $60

Structure of a Document
Document Header
Document Number Document Type
Posting Date Company Code
Document Date Currency
Line Item 1
Posting Key Account Amount
Line Item 2
Posting Key Account Amount
Debits = Credits
Document Types

Special Document Types
Document Type KN Net Vendor Invoice
.
.
.
Account Types ASK

.
.
.
Net Document Type
Document Type RV Billing Document

. Transfer from SD
.
.
Account Types ADS Reverse Document Type AB

.
.
.

Document Number Ranges

Posting Key
Posting Key Description Debit/Credit Account Type

01 Invoice Debit Customer
40 Debit Entry Debit G/L Account
50 Credit Entry Credit G/L Account
15 Incoming Pmt Credit Customer

Examples of Posting Keys
G/L Accounts
Debits Credits
40 Debit entry 50 Credit entry
Vendors
Debits Credits
21 Credit memo 31 Invoice
22 Reverse invoice 32 Reverse credit
memo
25 Outgoing payment 35 Incoming payment
Customers
Debits Credits
01 Invoice 11 Credit memo
02 Reverse credit memo 12 Reverse invoice
05 Outgoing payment 15 Incoming payment

Default Values for Document
Processing
Transaction Doc. Type Post. Key

F-02 Enter G/L Account Posting SA 40
F-64 Park Customer Invoice DR 01
F-66 Park Vendor Credit Memo KG 21
F-67 Park Customer Credit Memo DG 11

Default Values for Enjoy Postings
DOCUMENT TYPES FOR ENJOY TRANSACTIONS
Company Code Acct type Doc. Type
XXPH G/L Accounts SA
XXPH Customers DR
XXPH Vendors KR
POSTING KEYS FOR ENJOY TRANSACTIONS

Transaction Debit Credit
SAK - G/L account posting 40 50
AGD - Cust. item - outgoing invoice 01 31
AGS - G/L item - outgoing invoice 40 50
ETC.
Field Status
Field Status Variant is allocated to Company Code
CC Company Name City Fld. Stat. Var.
0001 SAP Inc. Philadelphia 0001
US01 Company Template New York 1000 . . .
Field Status Group is assigned to the Field Status Variant
Fld Status Group Text

G004 Cost Accounts
G005 Bank accounts . . .
G/L Account is assigned to Field Status Group

G/L Account Field Status Group
113000 Citibank-Checks G005
420000 Office Supplies G004 . . .
Configuring Field Status

Screen Layout
Link Rules
If a conflict occurs
Posting Key Field Status Group
vs.
G/L Account Master Record Field Status Group
Then link rules are applied
Link Rules
Suppress
Required
Optional
Suppress Sup. N/A1 Sup.
Required N/A1 Req. Req.
Optional Sup. Req. Opt.

Enjoy Postings - Screen
Variants

Intercompany Transactions
Example: Central Payables
1 2
ALPHA bills………..
Company Code 9999 $3000 Company Code 9999 pays both bills
Company Code 1234 $2000 Company Code 1234 owes CoCd 9999 $2000
3 Resulting Journal Entry………..
Company Code Account Debit Credit

9999 Alpha 3000
1234 Alpha 2000
9999 Internal Receivable 2000
9999 Cash 5000
1234 Internal Payable 2000

Intercompany Transactions
Example: Central Payables
Company Codes
9999
1234
Internal Receivable Internal Payable
Company Codes
1234
9999
Internal Receivable Internal Payable

Validations and Substitutions
Ensuring Data Integrity
System Check
Validation/
Document Substitution
Data Entry

Validation and
Substitution Example
Validation
If Company Validations (Data Entry)
Code = 9999
Then Business Company Code 9999
Area <> BS02
Business Area
E: Company Code ‘9999’ cannot
post to Business Area ‘BS02’.
Substitution
If Company Substitution (Result)
Code = 9999 Substitutions (Data Entry)
Then Business Company
Area = BS01 Company Code 9999 Code 9999
Business Area BS02 Business
Area
BS01

Integration
Application Area/Callup Point
GL GR PS GS GU KC
FI LC
CO MC
AM PC
Validations and Substitutions
Call Up Point Application Description

0001 FI Document Header
0002 CO Document Line Item
0003 GL Entire Document / Matrix Validation

Validation Steps
Transaction Data
Prerequisite
<BSEG>$HKONT=‘56000’ Condition A False
Account=
56000
Check
True
<BSEG>$KOSTL=‘3300’
Condition B True
If false, then a message results.
Cost Center
Different types of messages can be =3300
configured.
False
Message
Exit/
Document Posted
Creating a Validation

Substitution Steps
Prerequisite:
If the Account is 123000 and the
Business Area is 202
If prerequisite is met, then substitute

Cost Center 501

Creating a Substitution

User Exits
Exit

Trace Function
Results of Validation
W: Account 123000 must be...
FB01: Posting One starts the Trace
Doc. Date Comp. Code function from the IMG
and can be started in
Posting Date a parallel session.
PK Account
W: Account 123000 must be...

Chapter Summary
• Key Terms:
– Document Principle
– Document Structure
– Document Header
– Posting Date
– Document Date
– Document Type
– Posting Key
– Noted Item

Chapter Summary
• Key Terms:
– Document Number Range
– Account Type
– Field Status
– Field Status Group
– Link Rules
– Screen Variant
– Default Values
– Intercompany Document

Chapter Summary
• Key Terms:
– Validation
– Substitution
– Rule
– User Exit
– Callup Point
– Trace Function
– Enjoy Posting
– Complex/General Posting

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Chapter 10

4.6fi_10.1 Document Configuration

To: ABC Sandwiches Line items:

4.6fi_10.2 Document Configuration

4.6fi_10.4 Document Configuration

Account Types ASK

Net Document Type

Document Type RV Billing Document

Account Types ADS Reverse Document Type AB

4.6fi_10.5 Document Configuration

4.6fi_10.6 Document Configuration

Posting Key Description Debit/Credit Account Type

4.6fi_10.7 Document Configuration

4.6fi_10.8 Document Configuration

Transaction Doc. Type Post. Key

4.6fi_10.9 Document Configuration

POSTING KEYS FOR ENJOY TRANSACTIONS

Fld Status Group Text

G/L Account is assigned to Field Status Group

4.6fi_10.12 Document Configuration

4.6fi_10.13 Document Configuration

4.6fi_10.14 Document Configuration

3 Resulting Journal Entry………..

Company Code Account Debit Credit

4.6fi_10.15 Document Configuration

Internal Receivable Internal Payable

Internal Receivable Internal Payable

4.6fi_10.16 Document Configuration

4.6fi_10.17 Document Configuration

4.6fi_10.18 Document Configuration

Call Up Point Application Description

4.6fi_10.19 Document Configuration

4.6fi_10.21 Document Configuration

If prerequisite is met, then substitute

4.6fi_10.22 Document Configuration

4.6fi_10.23 Document Configuration

4.6fi_10.24 Document Configuration

4.6fi_10.25 Document Configuration

4.6fi_10.26 Document Configuration

4.6fi_10.27 Document Configuration

4.6fi_10.28 Document Configuration

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