CREATE SAMPLE DOCUMENT IN FICO

SAMPLE DOCUMENT:

This is used for Month End Provisions. For this purpose we create Sample Doc.

Ex:           Salaries A/c  Dr.                   500000

Wages A/c Dr.                     600000

Rent A/c Dr.                         100000

To O/s Exp A/c                                 1,200,000

Sample Document template will not update the ledger . Everymonth end we copy the template and change the amount and post the Document.

Advantages of Sample Document:

1. Sample Document Saves times

2. When we create Sample Document Template , we will not Forget any provisions

3. Any Provision in the Template is paid in the same month . No provison is required for that account. So When we copy the template for the month, for that account Enter Amount " ZERO"

Steps to Create  Sample Document  Template:

1. Define Number Range Interval for Number Range X2

2.  Creation of Masters.

3. Creation of Sample Document Template

4. Display   Sample Document Posted

5. Posting of Transactions by using Sample Document Template ( F-02)

1. Define Number Range Interval for Number Range X2

	G L Document	Sample Document
Type No.Range No.Range Interval Ledger	SA ↓ 01 ↓ 1 to 100000 ↓ Updates	SA ↓ X2 ↓ 5000001 to 5100000 ↓ Not Update

Path:SPRO---->Financial Accounting--->Financial Accounting Global Settings---> Document

---->Document Number Ranges---> Define Doc. No Range ( FBN1) Press Enter

Company Code   PSL

           ↓

Select Change Intervals Button
            ↓

Select Interval Button

No                 Year                    From #           To #

Range

X2                 2009                   5000001        5100000         Enter and Save.

2.  Creation of Masters.

GL A/c                                            Group Name

A) Salaries A/c             Under           Personnel Cost

B) Rent A/c                  Under           Administration Cost

C) O/S.  Exp                Under           Current Liabilities & Provisions

a) Check the A/c Groups for Giving Account Numbers ( OBD4)

select Position Button

Chart of A/c              PSL                                  

Press Enter to get List of A/c Groups

GL A/c                                                  Group Name                              Number Range

A) Salaries A/c        Under                  Personell Cost                           400100 to  400199

B) Rent A/c             Under                  Adminstration Cost                    400300 to  400399

C) O/S.  Exp            Under                  C/L & Provisions                     100500 to  100599

After Note down the Number Range for Required GL A/c to create,  create GL accoutns

from FS00

1st Account

GL A/c #                          400100     →              Salaries Account

Comp. Code                      PSL     Click on With Template Button

GL A/c #                          100000

Comp. Code                      PSL       →              Press Enter

Change A/c Groupt to                      Personnel Cost

Select  Radio Button                       P & L Statement A/c

Short Text                                       Salaries Account

                                          Long text    Salaries Account of PSL            →     Save

2nd Account

GL A/c #                          400300     →              Rent account

Comp. Code                      PSL      Click on With Template Button

GL A/c #                          400100

Comp. Code                      PSL       →              Press Enter

Change A/c Groupt to                      Administration Cost

Select  Radio Button                       P & L Statement A/c

Short Text                                       Rent A/c

                                         Long text     Rent Account of PSL     →     Save

3rd Account

GL A/c #                          100500     →              Outstanding Expenses A/c

Comp. Code                      PSL          Click on With Template Button

GL A/c #                          100000

Comp. Code                      PSL       →              Press Enter

Change A/c Groupt to                      Current Liabilities & Provisions

Select  Radio Button                       Balance Sheet item

Short Text                                       Outstanding Exp Account

Long text                                        Outstanding Exp A/c. of PSL

Click on  Control Data Tab         Select Open Item Check Box     →         Save

3. Creation of Sample Document Template

Path:Accounting-----> Financial Accounting---->General Ledger---->Posting---->Reference Documents----> Sample Document ( F-01)

Doc.Date:31.07.09                             Type: SA    Comp.Code: PSL

Post.Date:31.07.09

1st Dr.                             Post Key                40 A/c #            400100 ( Salaries) →     ENTER

IGNORE WARNING MESSAGE FOR " POSTING DATE FUTURE DATE"

Amount            500000 INR                                         Bus. Area                 PSLH

Text :         Salary Provision for

2nd Dr.                            Post Key                40 A/c #            400300 ( Rent) →     ENTER

Amount            100000 INR                                         Bus. Area                 PSLH

Text :         Rent Provision for

Cr.Entry                           Post Key                50 A/c #            100500 ( O/S. Exp) →     ENTER

Amount                       INR                                         Bus. Area                 PSLH

Text :         Provisions for

Select Display Document Overview to see Document → Save ( or ) Ctrl + S

We get a message Document # 5000001 was stored in Company Code PSL

4. Display   Sample Document Posted ( FBM3):

Document # 5000001

Company Code  PSL→ ENTER

We can see the Sample Document Stored in SAP. We can check the Ledger A/c's of 400100 (Salaries), 400300( Rent) or  100500( O/S. Exp) because of this Sample Document Storage, Ledgers are not updated ( FS10N)

5. Posting of Transactions by using Sample Document Template ( F-02)

From Menu---->Document----> Post With Reference ( Shift+F9)

Document #                    5000001

Comp. Code                      PSL

F.Year                               2009

Select  Display Line Item Check Box→    ENTER→     ENTER

Ignore warning Message about Future Date  and→     ENTER

Change Salaries Provision for  450000

Text :        Add July to Text                             →    ENTER

If Rent Provision is not required for the month of July Change the Amount to "0"

→   ENTER     Ignore message for " Amount is Zero, Line Item Ignored"

→   ENTER

                         for Post Key 50 i.e, Outstanding Expenses (Credit Entry)

Amount     *

Text           Add July    →                 ENTER

Select Save or Ctrl + S to get message Document# 2 was posted.