Data take over
Prepare XLS File:
GL Masters – FS00
Vendor Masters – XK01
Customer masters – XD01
Asset masters – AS01
Material Masters – MM01
(XLS file is converted on to text file. It uploads to SAP in to
↓ ↓
LSMW BDC
(Legacy system migration work Branch) (Batch data Communication)
(Done by Functional Consultant) (Done by ABA Pars)
Account
No
|
Company
Code
|
A/C
Group
|
P & L
|
BS
|
Short
Text
|
Long text
|
100000
|
AML
|
Share
Capital
|
-
|
X
|
Eq. Share Capital
|
Eq. Share Capital
|
100000
|
AML
|
Share
Capital
|
-
|
X
|
Pref. Share capital
|
Pref. Share capital
|
Difference between normal A/C Data take over and SAP data take over:
a. In SAP – Subsidiary Ledger concept
All accounts are in G.L – Normal
b. Inventory Accounting – SAP
Purchase Accounting – Normal
c. Consumption entries will be posted in SAP
Balancing figure consumption – Normal Accounting
i.e. Opening stock XXX
Add: Purchase XXX
Loss: Consumption XXX
--------
Closed stock XXX
--------
d. SAP Accounting – Closing stock will be shown material, quality, rate and value. We can not get material wise, Quality, rate and value for closing stock – Normal value
e. For Assets – we get assets register showing quality, capitalization date, location – Asset register in SAP
Out side system – Normal
f. Each sub asset wise – we get gross block and accumulated depreciation in SAP.
Total plant & machinery – Gross block and accumulated
Depreciation – Normal Accounting
g. For vendor and customers open item wise – in SAP
Not possible to see payable items separately in normal accounting
Steps to follow
a) To close the Accounts in normal accounting up to a period, take balances in SAP instead of taking transactional data.
b) Create 5 Dummy Accounts
i) G/L Clearing Account
ii) Vendor clearing Account
iii) Customers clearing Account
iv) Asset clearing Account
v) Stock taking Account
(It can be under any Account group – we create under liabilities)
c) Once we upload all balances the above 5 accounts should be zero – If any values are there in the account – the data take over is wrong.
d) We shall not enter day to day data in production client before taking the balances.
Share Capital
|
500000
| |
Party X (Creditor)
|
100000
| |
Acc: depreciation Machine No: 15 (P & M)
|
200000
| |
Sales
|
400000
| |
Fixed Assets: Plant & machinery Mac N0:156
|
300000
| |
Party A/C (Debtors)
|
200000
| |
Cash Account
|
250000
| |
Inventory (finished goods)
|
100000
| |
Raw material Consumption
|
350000
| |
TOTAL
|
1200000
|
1200000
|
a) G/L Clearing A/C Dr 1200000
To Equity share capital 500000
To Vendor Clearing 100000
To Asset clearing 200000
To Sales 400000
b) Asset clearing A/C Dr 300000
Customer clearing A/C Dr 200000
Cash A/C Dr 250000
Stock taking A/C Dr 100000
Raw material consumption A/C Dr 350000
To G/L Clearing A/C 1200000
G/L Clearing balance = 0
c) Vendor clearing A/C Dr 100000
To party x – 1 20000
To party x – 2 70000
To party x – 3 30000
(Here the vendor A/C is not cleared i.e. Debit & Credits are not equal. Hence we will check only vendor A/C rather than all A/C Accounts) and you can pass the rectification entries. i.e.
Vendor clearing A/C Dr 100000
To party x – 1 20000
To party x – 2 70000
To party x – 3 10000
d) Party A/C – A – Bill No: 1 80000
Party A/C – A – Bill No: 2 180000
To Customer clearing A/C 200000
Now customer A/C becomes 0 (zero)
For Assets:
e) i) To make fixed assets – Plant & Machinery G/L Account and accumulated depreciation – Plant & Machinery G/L Accounts as non reconciliation A/Cs and pass
40 Plant & Machinery A/C Dr 300000
50 Accumulated depreciation P&M 200000
50 Asset clearing 100000
ii) Go to ‘AS92’ and take over each sub asset wise gross block and accumulated depreciation – It will not update G/L, since we removed assets reconciliation type in G/L Masters.
iii) To make fixed assets plant & machinery G/L Account and accumulated depreciation plant & machinery G/L A/C as reconciliation A/C in customization.
Asset creation and take over values (AS92)
AS91 (Creation of master)
↓ ↓ ↓ ↓
(AS01) (AS91) (Box) (LSMW)
AS92 – Change assets and take over values
Creation of asset master (AS01)
Give the asset class AML 2000
Company code: AML
Select master data button
Description: Machine No: 15
Give the capitalized on: 15.05.2004
Select time – Dependent tab
Business area: AMH
Select depreciation areas tab
Give the depreciation key: AML1
Useful life: 10 years 4 months
Ordinary depreciation start date: 01.04.2006
Save
Path for ‘AS92’ to takeover values
SPRO à Financial accounting à asset accounting à asset data transfer à manual on line transfer à create/change/display legacy asset (Transaction code: AS92)
Double click on change legacy asset
Asset No: 200003
Sub No: 0
Company code: AML
Select take over values button
Ignore the warning messages – Enter
Give cumulative depreciation value – 300000
Accumulated ordinary depreciation – 200000
Enter
Select save button (or) (ctrl + s)
Path to make fixed assets plant & machinery G/L Account and Accumulated depreciation plant & machinery A/C as reconciliation Account.
Path: SPRO à Financial Accounting à Asset accounting à Preparing for production start up à Production start up à Reset reconciliation account
Select company code: AML
Double click on change control of reconciliation Account folder
From the menu select edit à selections à select all
Select set reconciliation account indicator for all account
Save & save in your request
For Materials:
a) Preparing a statement showing Material No. qty, rate & total & amount
Material No Quality Rate Amount
1 50 200 10000
2 250 100 25000
3 6500 10 65000
-----------
Total 100000
-----------
b) Create Material Mater and enter in standard price field rate: (material person work)
c) Use the transaction code: MB1C
Movement type: 561
Plant: HYD
Material No: Quality
1 50
2 250
3 6500
System pass the entry automatically
Inventory finished goods Dr 100000 - BSX
To Stock taking 100000 - GBBBSA
Now stock taking becomes ‘0’ (zero)
Closing Procedure
In the year ending what steps we have to do
We do in the last week of March
To carry forward vendor & customer balances to next year
Path: Accounting à Financial accounting à Accounts Payable à Periodic processing à Closing à carry forward à Balance carry forward (F-07)
Give the company code: AML
Carried forward to fiscal year: 2007
Select: select customers check box
Select: select vendors check box
Deselect test run check box
Select detail log check box
Execute
Ignore the warning message à Enter
It show each vendor & customer balance carry forward to next year
It is one time exercise in each year
Asset Account:
You have to open only 2 years accounts at a time
To check which year close for Asset Accounting
Path: Accounting à Financial accounting à Fixed assets à Periodic processing à Year end closing à Undo à Entire company code (T. Code OAAQ)
Select position button
Give the company code: AML
Enter
To close year 2006
Path: Accounting à Financial accounting à Fixed assets à Periodic processing à year end closing à Execute (T. Code AJAB)
Give the company code: AML
Fiscal year to be closed: 2006
Deselect test run check box
From the menu select à execute in background
Enter
Select immediate button
Select save button
It gives message background job was scheduled for program RAJABS00
To check whether the job is complete or not
From the menu select system à Services à Jobs à Job overview
Execute
To view the result of the job
Select job RAJABS00
Select spool button
Select spool no. check box
Select display contents button
To close any year for Assets, we have to run depreciation
For all assets for all periods, then only system close the balance
To Open 2007
Path: Accounting à Financial Accounting à Fixed Assets à Periodic processing à Fiscal year change (T. Code: AJRW)
Give the company code: AML
New fiscal year: 2007
Deselect test run check box
From the menu select program à Execute in back ground
Enter
Select immediate button
Select save button
It gives the message background job was schedule for program ‘RAJAWE00’
To check whether the job is completer or not
From the menu select system à services à jobs à job overview
Execute
Select the job RAJAWE00
Select spool button
Select spool no. check box
Select display contents button
To carry forward G/L balances
Path: Accounting à Financial accounting à General ledger à periodic processing à Closing à carry forward à balances carry forward (F-16)
Ledger: select 0
Company code: AML
Carry forward to fiscal year: 2007
Deselect test run check box
Select output list of results check box
Select balances in retain earnings Accounts check box
Execute
Select retained earning account button
Select back arrow
Select balance sheet Accounts button
Copy no. range intervals for next year
Path: SPRO à Financial Accounting à Financial Accounting Global setting à Document à Document number ranges à Copy to fiscal year
Ignore the message press enter (Transaction code: OBH2)
Give the company code: AML
To fiscal year under source fiscal year details: 2006
To fiscal year under target fiscal year details: 2007
Execute
Ignore the message select ‘yes’ button
Open posting periods
SPRO à Financial accounting à Financial accounting global settings à document à posting periods à open and close posting periods
Select position button
Give the posting period variant: AML
Enter
For fiscal year variant: AML
From period 1: 1
Year: 2007
From period 2: 12
Year: 2006
To period: 12
Year: 2006
Save
Save in your request
How to open special periods
Same path: 0B52
For fiscal year variant: AML
From period 2 is 13
Year: 2006
To period is 13
Year: 2006
Save
Posting to special periods(F-02)
Give the document date & posting date: 26.03.2007
Type: SA
Company code: AML
Posting key: 40
Account No: 400100 (Salaries account)
Enter
Ignore the warning message enter
Change the period to: 13
Enter
Ignore the warning message, enter
Give the amount: 500000
Business area: AMH
Text: salary provision
Posting key: 50
Account No: 100500 (out standing expenses)
Enter
Amount: ‘*’
Business area: AMH
Text: ‘+’
Document à Simulate & save
Go and see the G/L Account: (FS10N)
Give the G/L Account No: 400100
Company code: AML
Fiscal year: 2006
Execute
Reports
How to create a folder
Keep the cursor on favorites
From the menu select favorites à restart folder
Give the folder name: FI Reports
Enter
How to assign reports to folder
Keep the cursor on FI Results folder
From the menu select favorites à insert transaction
Give the transaction S_ALR_87011965 (Asset balances results)
Enter
Double click on asset balances report
How to attach report on desk top
Go to the report
Select generate a short cut on desk top button
Select description: select sap class
Enter
Select ‘O.K’ button
Log off the system
Double click on SAP Asset balances icon
Give the pass: enter
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