Answer Posted / prasad

Balances Uploading : If the Company is a Going Concern and
is implementing SAP
on 01.04.09 ---Upload only Balance Sheet Items Balances
on 01.08.09 ---Upload Balance Sheet Items Balances and P& L
A/c Balances as
on 01.04.09 ---Upload only Balance Sheet Items Balances
on 01.08.09 ---Upload Balance Sheet Items Balances and P& L
A/c Balances as
Uploading is in the Middle of the Fiscal Year
SAP Suggets only to upload the Balances but not the
Transactional Data except
for
Vendors and Customers where we need Open Item Transactions.
NOTE: Reasons given by SAP for suggesting the Uploading of
Balances not
Transactions for
some Masters :
A. In Normal Accounting Vendors, Customers and Asset
Balances are part of GL
A/c'swhere as in SAP we have them as SUB Ledgers
B. In Normal Accounting for Vendors and Customers, we keep
Payables/ Receivables
and
Advances in One Account. But in SAP Payables/ Receivables
will be shown under
Normal Items and Advances will be shown under Special GL Items
C. In Normal Accounting we show Accountwise Gross Block and
Accumulated Dep.
Ex: P& M Wise, Where as in SAP we maintain each Sub Asset
Wise Gross Block and
Accumulated Depreciation.
D. In Normal Accounting Depreciation is a Provisional
Figure, where as in SAP
Depreciation is Actually Calculated figure.
E. In Normal Accounting Consumption is a Balance Sheet
Figure. Where as in SAP
Actual
Consumption entries will be passed.
Ex: Raw Material Consumption in Normal Accounting
Opening Stock xxxxx
Add: Purchases xxxxx
Add: Purchases xxxxx
Less: Closing Stock xxxxx
RM Consumption xxxxx
F. In Normal Accounting for Closing Stock only One Entry
will be passed
Closing Stock Dr. ( B/S Account)
To Closing Stock Cr (P& L Account)
IN SAP Closing Stock will be Maintained Each Material
wise-Quantity, Rate and
Closing Amount
G. In Normal Accounting Production Entries and Delivery
Entries will not be
passed.
The Difference between Production and Delivery is
Increase/Decrease In Stock.
in SAP Production Entries and Delivery Entires will be
passed at Product Cost.
Procedure for Balances Uploading :
1 Prepare a Statement Showing Each Vendors -Billwise
Payables and Advances which
should match with the Trial Balance
2 Prepare a Statement Showing Each Customers -Billwise
Receivables &Advances
which
should match with the Trial Balance
3 Prepare a Statement Showing each Sub Assetwise, Purchase
Cost, and Accumulated
Depreciation and the Total Should match with Trial Balance
Fixed Assets Account
and
Accumulated Depreciation Account.
4 Prepare a Statement showing each material wise Quantity,
Rate and Amount,
which
should match with the Trial Balances Inventory Account.
5 Create 5 Dummy GL Accounts . It can be under any Account
Group. Generally we
create under Liabilities.
a) GL Clearing A/c b) Vendor Clearing A/c c) Customer
Clearing A/c
d) Asset Clearing A/c e) Stock Taking A/c
my GL Accounts . It can be under any Account Group. Generally we
create under Liabilities.
a) GL Clearing A/c b) Vendor Clearing A/c c) Customer
Clearing A/c
d) Asset Clearing A/c e) Stock Taking A/c
6 If Balances Uploaded is Correct, Balances of 5 Dummy
Accounts will become
ZERO.
If in Any Dummy Account Balance is not become ZERO, it means
there is some
mistake
in uploading that Balances. Balances of the Masters will
Upload but with
Mistakes.
We have to Check manually the Balances to identify the
Mistake and make the
Rectification Entry .
7 We should not allow users to enter day to day transactions
until the Balances
are
uploaded.
Example of Simple Normal Trial Balance
Particulars Debit Credit A/c Type
Equity Share Capital 500000 GL A/c
Party A 100000 Sub Ledger
Acc. Dep. P& M No 40 200000 Sub Ledger
Sales 300000 GL A/c
Fixed Assets P& M No 40 500000 Sub Ledger
Inv.Raw Meterials 100000 Sub Ledger
Party X 250000 Sub Ledger
SBI Current Account 50000 GL A/c
R M Consumption A/c 200000 Sub Ledger
1100000 1100000
1100000 1100000
Step 1. Create 5 Dummy Accounts by using TC=FS00
Step2. Credit GL Balances Uploading in F-02 Fast Data Entry
GL Clearing A/c Dr 1100000
To Equity Share Capital Account 500000
To Vendor Clearing Acount 100000
To Asset Clearing Account 200000
To Sales Account 300000
(All Credit Balances of Trial Balances Transferred to GL
Clearing Account)
Step3. Debit Balances Uploading in F-02 Fast Data Entry
Asset Clearing Account Dr 500000
Stock Taking A/c Dr 100000
Customer Clearing A/c Dr 250000
SBI Current Account Dr 50000
RM Consumption A/c Dr 200000
To GL Clearing Account 1100000
(All Debit Balances of Trial Balances Transferred to GL
Clearing Account)
Why The above 2 Entries are Requrired?
As we discussed in Point No 6 of Procedure above, First We
will Transfer the
Total
Amount to the Particular Clearing Account in the 5 Dummy
Accounts Created. When
we transfer the Individual Balances of Customers/
Vendors/Assets/Materials line
item
wise we will make programming to transfer the total to the
particular Clearing
Account
Whne Debit amount and Credit Amount equals automatically
that Particular
Clearing
Account ( Dummy) will become ZERO. If any Clearing Account
shows balance , it
means there is some mistake in uploading the balances in
that partcular
category. We
can easily check the balances manually to sort out the
difference and make the
adjustment Entry. Point to be noted is that, even if the
Balances total does not
match
with the amount existing in that Clearing Accoount also, at
the time of
uploading
line itemwise, data will automatically upload. We can not
revert it back. We
have to
pass the Adjustment Entry only for rectifing the Mistakes.
As we discussed in Point No 6 of Procedure above, First We
will Transfer the
Total
Amount to the Particular Clearing Account in the 5 Dummy
Accounts Created. When
we transfer the Individual Balances of Customers/
Vendors/Assets/Materials line
item
wise we will make programming to transfer the total to the
particular Clearing
Account
Whne Debit amount and Credit Amount equals automatically
that Particular
Clearing
Account ( Dummy) will become ZERO. If any Clearing Account
shows balance , it
means there is some mistake in uploading the balances in
that partcular
category. We
can easily check the balances manually to sort out the
difference and make the
adjustment Entry. Point to be noted is that, even if the
Balances total does not
match
with the amount existing in that Clearing Accoount also, at
the time of
uploading
line itemwise, data will automatically upload. We can not
revert it back. We
have to
pass the Adjustment Entry only for rectifing the Mistakes.
Step 4A. Prepare a Statement showing each Vendor Bill Wise
Open Items and
Advances
Ex: Party A account as in Trial Balance
Bill No 1 50000
Bill No 2 40000
Bill No 3 30000
Advance 20000
Step 4B. Vendor Transactions Uploading F-43
Vendor Clearing Account Dr. 105000 ( Balancing Figure)
Party A Spl Gl A/c Dr 20000 Advance to Vendors
Party A Spl Gl A/c Dr 20000 Advance to Vendors
To Party A Bill No 1 50000 Sundry Cr
To Party A Bill No 2 40000 Sundry Cr
To Party A Bill No 3 35000 Sundry Cr
Step 4C. Rectification Entry:
As we Discussed earlier , at the time of Uploading the Line
Items, if any
mistake
is there, data will upload as we mentioned. In this Example,
we can see as per
Trial Balance Party A balance is Rs. 100,000/-. But as per
the Data Uploading
Bill wise
Total Uploaded is Rs. 105,000/-. So Vendor Clearing Account
will not be Zero
showing
5000 Debit Balance Which should be rectified with
Rectification Entry as Data
already
uploaded.
Party A A/c Bill No 3 Dr. 5000
To Vendor Clearing Account 5000
NOTE:
Like the Above we have to Transfer the Item wise Balances of
all the Vendors. In
Live, as the
Data Base would be more, it is difficult to upload the Data
through TC=F-43.
Like what we had
done in GL Masters uploading, we will prepare an Excel Sheet
and Upload the data
from there in One
Lot. For this, ABAP Programmer is required.
Step 5A. Prepare a Statement Showing Each Customerwise,
billwise open items and
Advances
Party X A/c : Party X A/c :
Bill No 1 170000 } Closing Balance is Rs. 250,000 DR which
Bill No 2 110000 } is equal to Trial Balance
Advance 30000 }
Step 5B Customer Transactions Uploading F-22
Party X a/c ( Bill No 1) 170000
Party X a/c ( Bill No 2) 110000
To Party X Spl GL a/c 30000
To Customer Clearing A/c 250000
The Debit Balance in Customer Clearing A/c what we
transferred through the Entry
in Step 3 is Rs. 250,000 which was equal to the Credit Entry
in the above Entry.
So
in Customer Clearing Account Balance would be ZERO ( Dr.
250000 -Cr 250000)
Step 6A To Enter the Fixed Assets Balances, we have to Enter
Plant & Machinery
GL A/c and
Acc. Dep on P & M GL A/c with the below Entry
Post. Key 40 Plant & Machinery A/c 500000
50 To Acc. Dep on P & M A/c 200000
50 Asset Clearing Account 300000
For Uploading the Fixed Assets Item Wise, first we have to
Remove the
Reconciliations Accounts
For Uploading the Fixed Assets Item Wise, first we have to
Remove the
Reconciliations Accounts
for Assets.( See Step 6C for further Details) USE TC= OAMK { OR}
SPRO---->Financial Accounting--->Preparing for Production
Start up----> Set or
Reset Reconciliations Account
Comp. Code: PSL
Double Click on Change Control of Reconciliation A/c Folder
From Menu----> Edit---->Selections---->Select All
Select Delect Reconciliation Indicator for All Account SAVE
ENTER to save in your request.
Step 6B Creation of Asset Master TC=AS01 ENTER
Asset Class: PSL2000
Comp. Code: PSL ENTER
Description : Machine No 40
Capitalized on : 20.07.09
Select Time Dependent Tab Business Area: PSLH
Select Depreciation Area tab
Dep.Key Useful Period Ord. Dep St. Dt
Life
PSL1 10Yrs 4 Months 01.04.2009 SAVE
It Shows Asset "200003" Sub No "0" Created
Step 6C To Upload Acquisition Value and Acc. Depreciatio Values
This will not update the GL A/c as we have earlier Removed
the Reconciliation
A/c for
Account Type Assets. It will updated only the SubLedger of
Asset .
PATH: SPRO---->Financial Accounting---->Asset
Accounting---->Asset Data
Transfer ----->Manual Online
Transfer---->Create/Change/Display Legacy Asset
Double Click on Change Legacy Asset ( TC==AS92)
Asset No: 200003
Sub Asset No: 0
Comp. Code: PSL
Select Takeover Values Button
Ignore the Warning Message ENTER
Cum. Acquisition Value: 500000
Accu. Ordinary Dep: 200000 SAVE
Step 6D To Make Fixed Assets P& M A/c and Acc. Dep P& M GL
A/c as Reconciliation
A/c
After Uploading the Balances for Assets, again change the
Assets as
Reconciliation A/c
USE TC= OAMK ENTER
Comp. Code: PSL
Double Click on Change/Control of Reconciliatio of A/c Folder
From Menu---->Selections---->Select All ( F7)
Select Set Reconciliation Indicator for Accounts Button
SAVE ENTER to save in your request.
SAVE ENTER to save in your request.
Data Take over regarding the Stock is the Job of MM
Consultant . But we are
briefly
explaining the Procedure
Step 7A Prepare a Statement showing the Each Materialwise ,
Quantity, Rate and
Amount. The
Total should match with the Trial Balance Amount.
Ex. Statement of Stock
Material No Qty Rate Amount
RM 1 200 50 10000
RM 2 3000 20 60000
RM 3 1000 30 30000
Total which is equal to TB Figure 100000
Step 7B Create Material Masters and In Accounting View Enter
Moving Avg Price (
TC=MM01)
Item Mvg. Price
RM 1 50
RM 2 20
RM 3 30
Step 7C Use TC=MBIC Movement Type =561
Plant: Hyd
Storage Location: RM Storage Location
Material No Qty
RM 1 200
RM 2 3000
RM 3 1000 SAVE
Once We saved the Data, Accounting Entries will be Generated
Automatically.
Entries
will be Like below
Inventory RM Local Dr 100000
To Stock Taking A/c 100000
( Value = Qty x Material Master Price)

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