Define Accounts groups in SAP FICO

Define Accounts groups:

100000           Equity share capital

100001           Cash account

100002           Preference share capital

100003           SBI current Account

Say We have created 1000 accounts

Requirement:

We want to see only current assets balance or transaction.

           

We can not get directly-we have to verify each and every account and add the respective accounts- in this example

Account no.100001 and 100003 – it takes time

                                           or 

We are preparing profit & loss account & balance sheet on liabilities we have items like share capital, Reserves & surplus-We have to verify each and every account and assign to the respective items- In this example

Account no. 100000 & 100002 - takes so much time                                       

To get account balances directly or to assign accounts easily SAP has given account groups. The structure is                                       

                                 Chart of accounts                  

                                                |                      

                             Accounts groups                        

                                         |                                                                 

                                   Accounts                                           

Eg :-                   Chart of accounts                                      6200             

                                                |                                                    |                 

                             Accounts groups                         Share capital (100000 - 100099)

                                         |                                                                 

                                  Accounts                                       Current assets (200000-200099)

When we create the accounts, it can be with any number with in the range given for current assets i.e  200000-200099.

ð  When we want to see current assets we give the group current assets.

ð  When we create equity share capital it can be with any number with in the range given for share capital i.e; 100000 – 100099

ð  When we prepare balance sheet for share capital item we assign accounts 100000 – 100099

ð  If the accounts balance is there it appears – otherwise it will not appear.

                                               

While crating account groups we take client's balance sheet and crate the groups-after implementation also we wants to see the way he used to get.   

We suggest:

1 Series for liabilities          

2.Series for assets  

3.Series for income

4.Series for expenditure    

At the time of posting to salaries accounts the user need not verify all the accounts.

At the time of posting he enters 4* only expenditure accounts will appear

CUSTOMIZATION (TR.CODE.OBD4)   

path:  SPRO-Financial accounting-General ledger accounting- GL accounts-master data-preparations-Define account group

select new entries button

Chart of accounts	Account group	Name	From account	To account
6200	SCPL	Share Capital	100000	100099
6200	RSPL	Reserves & Surplus	100100	100199
6200	ACDN	Accumulated depreciation	100200	100299
6200	SCLN	Secured Loans	100300	100399
6200	UNSL	Unsecured loan	100400	100499
6200	CLPL	Current Liabilities and Provisions	100500	100599
6200	FAST	Fixed Assets	200000	200099
6200	CAST	Current Assets loans & Advances	200100	200199
6200	SALE	Sales	300000	300099
6200	OTHER	Other Income	300100	300199
6200	INCR	Increase / Decrease in stocks	300200	300299
6200	RMCL	Raw material consumption	400000	400099
6200	PRSN	Personnel  cost	400100	400199
6200	MFRG	Manufacturing Expenses	400200	400299
6200	ADMN	Administration Expenses	400300	400399
6200	INTR	Interest	400400	400499
6200	DEPR	Depreciation	400500	400599

Select save button on Crtl+S

Select your request and press enter and save in your request.

Why we are using 6 digits?

6 digits                                                               4digits

1000000        100099  share capital                  1000-1099         100000000-1000000099

100100          100199 Reserves & Surplus      1100-1199

100200           100299  Accumulated Depreciation1200-1299

100400           100499 Unsecured loans            1400-1499

100500           100599 Current Liabilities & Provision1500-1599        

200000           200099  Fixed Assets                 2000-2099

Afterwards we require liabilities account groups with 1 series –10 account groups.

How many groups we can crate with 1sries . available accounts (1999-1599)=400 accounts. New account groups with 1series we can create 400/100=4 groups .

Now we have to go for –5 series .

The user at the time of posting first the will give 1*

If the account is not there then he will check with 5*

When we use 6 digits:

Afterwards we require liabilities account groups with 1 series to 10 account groups. How many groups we can create with 1 series available accounts (199999-100599=99400) accounts.

For each account group we are assigning 100 accounts new account groups with 1 series. We can create 99400/100=944 accounts groups. 5/6/7/8/ digits.

Define Retained earnings accounts in SAP FICO

Define Retained earnings accounts:

In the year end:   all P & L account balances transfer to surplus in P & L A/c (Reserves & Surplus) (100100-100199) Balance Sheet A/c balances –carry forward to next year as opening balance.

This is required in the year end and not during the implementation. SAP has made mandatory this step during the implementation. If the consultant does not do this step, we will have problems in the year end.

Though accounts are not yet created assign on account for retained earnings account purpose. We can specify retained earnings account any account number which is with in range 100100-100199.

Generally we specify the first account i.e.100100 as Retained earnings account and when we start creating the accounts the first account to be created is 100100 surplus in P & L Account.

Path:  SPRO – Financial accounting – General ledger accounting – GL Accounts – Master Data – Preparations – Define retained earnings account.

Give you chart of accounts 6200 enter. The transaction code is OB53 .

Account assignment

P & L Statement type ‘X’

Account 100100

Select save button or Ctrl+S

We get a warning message account 100100 not created in chart of accounts 6200.

Ignore the warning the message press enter. Press enter once again to save in the request.

Accounts creation is at end user area and the transaction code is FS00

                                                                        P & L type                              Account No.

            400300           Rent Account

P & L A/c                                                        X                                             100100

Balance Sheet A/c.

In the year end the balance will go to account no.100100

100000 Equity share capital

P & L A/c

Balance Sheet A/c.  Select

In the year end the balance will go to the same account as opening balance 1 and 2 series for Balance Sheet  Accounts 3 and 4 series for P & L Accounts.

a)            Net operating profit (operating income – operating expenses.

b)            Net non-operating profit (non-operating income non operating expenses)

400300           Rent account                 P & L         Account No.   

                                                                                        Type

                                                     Select              X       100100       Net operating profit

P & L Statement A/c type                X               Y      100101        Net non operating profit

Balance Sheet A/c.                                                                          Profit

In the year end the balance will go to account no.100100

300100 profit or sale of shares.

P & L A/c.

P& L Statement A/c. type Y

In the year end the balance will go to account no.100101.

ASSIGN COMPANY CODE TO CHART OF ACCOUNTS IN SAP FICO

6. ASSIGN COMPANY CODE TO CHART OF ACCOUNTS            

path:  SPRO- Financial accounting - General ledger accounting- GL Accounting- Master data-Preparation-Assign company code to chart of accounts.  (Tr.code OB62)

Select position button                                

Give the company code      :                       6200

Enter                         

For company code 6200 assign chart of accounts 6200                                 

Select save button or Ctrl+S         

Press enter to save in your request.

DEFINE BUSINESS ARES IN SAP FICO

4. Define Business Areas

           

Path:  SPRO- Enterprise structure- Definition -financial accounting- define business area ( Tr code is OX03)

Select new entries button             

Business area:         620H

Description                :Hyderabad business area

Business area:         620B

Description                :Bangalore business area

.

.

.etc

                       

Select save button or C trl+s                     

Press enter to save in your request.                    

*Assignment of business areas to company code is not required                                                                      

                                     

Company Codes:                 6200                                       6201                                                                                       Aravind Mills Ltd                  Godrej Agrovet Ltd  

1)    Posting of Transaction:                                                                  

Company code         :           6200               6201              

Business area          :           HYD               HYD              

* Without giving company code we can not post to business area                                       

2)    Account Balance Display:                                                             

Company code                     6200                                       6201

Business area                      HYD                                       HYD

We get HYD data of company                                           HYD data of company

Code 6200 only                                                                    code 6201 only

                                                           

At the time of posting we are giving the combination of company code & Business area

At the time of accounts balance display we are giving the combination of company code & business area

Assignment of business area to company code is not required. Some business area can be used by number of company codes in the client.            

HYD incharge for aIL company codes                                                                

Company code                     6200 +6201+AIL                                          

Business area                      HYD                                      

Hyderabad data for all company codes 6200 & 6201.

DEFINE CHART OF ACCOUNTS IN SAP FICO

CHART OF ACCOUNTS:

Company Codes:                                                     6200               6201               6202

Option-1

All company codes use same set of accounts                                                                          

(chart of accounts) -i.e.,                                                                             

Accounts coding will be same.                                                                             

Salaries Account Number.                                     400000           400000           400000

We can easily compare or consolidate.

Option-2

Each company code will follow  separate                                                                                  

chart of accounts-i.e

Account coding is not common.               

Salaries account numbers                                     400000           300000           200000

Chart of Accounts                                                   

                       

They want to compare or consolidate

By creating group chart of accounts

We can compare or consolidate                                                                           

Company codes:                  6200              6201                6202       Group chart of accounts

Salaries account:                 400000           300000           200000              100000  

When we create an account we have to give 2 numbers

Salaries account –

Company code  no:             400000           300000           200000

Group account no:               100000           100000           100000    

We can comparing or consolidating by using group account number.

Companies following option1

Here we give :

Chart of Accounts code

Description of chart of accounts

Maintenance language English                          

Length of account number most 10 digits (we are using 6 digits)                             

5. CREATION OF CHART OF ACCOUNTS

path:  SPRO - Financial accounting- General ledger accounting - GL accounts - Master Data-Preparation - Edit chart of accounts list (TR.CODE.OB13)            

Select new entries button.                        

Chat of accounts                             :6200

Description                                        :Chart of Accounts for Godrej group

Maintenance language                  :English

Length of GL account no.              :6 (min 6 max 10)

Controlling integration                    :select manual creation of cost elements

Group chart of accounts                 :Blank

Under status deselect blocked check box (do not select blocked check box)                                                         

Select save button or Ctrl+S                                                         

Select your request and press enter to save in your request  

                                               

ASSIGN COMPANY CODE TO COMPNAY IN SAP FICO

3. ASSIGN COMPANY CODE TO COMPNAY  

Path:  SPRO - Enterprise structure - Assignment - Financial accounting -  Assign company code to company ( Tr code is OX16)

Select position button give the company code 6200

Enter  

For company 6200 assign company 6200(Company or Group)

Select save button or Crtl+S           

Select dropdown beside request number 

Select your request number                        

Press enter to save in the request

DEFINE COMPANY CODE IN SAP FICO

2. DEFINE COMPANY CODE:                 ( Tr code is OX02)

Path:  Tools - Customizing - IMG- executive project (SPRO)                     

Select sap reference button IMG             

SPRO - path upto select sap reference IMG button is same.                          

When we use SPRO                                     If we don’t use SPRO      

Consultant job                                               End user       job

                       

Path:  SPRO - Enterprise structure - Definition- financial accounting - edit, copy, delete, check company code                   

-       Select IMG activity button

-       Double click on Edit company code data

-       Select new entries button                         

Give company code :6200

Company Name       : Aravind mills ltd

City                             :Hyderabad

Country                      :IN

Currency                   :INR

Language                  :EN

Select save button or Ctrl+S                                 

Edit address: 6200

Title                             :Select company

Name                         :Aravind mills ltd

Street                          :Madhapur

Post code                  :500034

City                             :Hyderabad

Country                      :IN

Press enter                           

To select our request number select dropdown button beside request number.    

We can see here number of requests.    

Select request number by seeing the description.       

Press enter to save in the request.          

Description can be same should be different