Q.1 Give some examples of GL accounts that should be posted
automatically through the system and how is this defined in the system.
Stock and Consumption accounts are instances of GL accounts that
should be automatically posted . In the GL account master record, a check box
exists wherein the automatic posting option is selected called “ Post
Automatically Only”
Q.2 What is a Account group and where is it used?
An Account group controls the data that needs to be entered at the
time of creation of a master record. Account groups exist for the definition of
a GL account, Vendor and Customer master. It basically controls the fields
which pop up during master data creation in SAP.
Q.3 What is
a field status group?
Field status
groups control the fields which come up when the user does the transactions.
There are three options for field selection. They are:
Display only
Suppressed
Mandatory
So basically you can have any field either for display only or you
can totally suppress it or make it mandatory.
The field status group is stored in the FI GL Master Record.
Q.4 What is the purpose of a “Document type” in SAP?
A Document type is specified at the Header level during
transaction entry and serves the following purposes:
It controls the type of accounts that can be posted to eg Assets,
Vendor, Customer, Normal GL account
Document type to be used for reversal of entries
Whether it can be used only for Batch input sessions
Document Type is created for differentiating business
transactions. Eg Vendor Invoice, Credit Memo, Accrual Entries,Customer Invoice.
It is a two digit character.
Q.5 What is a Financial Statement Version?
A FSV (Financial Statement Version) is a reporting tool and can be
used to depict the manner in which the financial accounts like Profit and Loss
Account and Balance Sheet needs to be extracted from SAP. It is freely
definable and multiple FSV's can be defined for generating the output for
various external agencies like Banks and other Statutory authorities.
Q.6 How are input and output taxes taken care of in SAP?
A tax procedure is defined for each country and tax codes are
defined within this. There is flexibility to either expense out the Tax amounts
or Capitalize the same to Stocks.
Q.7 What are Validations and Substitutions?
Validations/Substitutions in SAP are defined for each functional
area e.g. FI-GL, Assets, Controlling etc at the following levels
Document level
Line item level
These need to be specifically activated and setting them up are
complex and done only when it is really needed. Often help of the technical
team is taken to do that.
Q.8 Is it possible to maintain plant wise different GL codes?
Yes. To be able to do so the valuation group code should be
activated. The valuation grouping code is maintained per plant and is
configured in the MM module. Account codes should be maintained per valuation
grouping code after doing this configuration.
Q.9 Is Business area at company code Level?
No. Business area is at client level. What this means is that
other company codes can also post to the same business area.
Q.10 What are the different scenarios under which a Business Area
or a Profit Centre may be defined?
This question is usually very disputable. But both Business Areas
and Profit centres are created for internal reporting. Each has its own pros
and cons but many companies nowadays go for Profit center as there is a feeling
that business area enhancements would not be supported by SAP in future
versions.
There are typical month end procedures which need to be executed
for both of them and many times reconciliation might become a big issue. A
typical challenge in both of them is in cases where you do not know the
Business Area or Profit Center of the transaction at the time of posting.
Q.11 What are the problems faced when a Business area is
configured?
The problem of splitting of account balance is more pertinent in
case of tax accounts.
Q.12 Is it possible to default certain values for particular
fields? For e.g. company code.
Yes it is possible to default values for certain fields where a
parameter id is present.
Step 1 Go to the input field to which you want to make defaults.
Step 2 Press F1, then click technical info push button. This would
open a window that displays the corresponding parameter id (if one has been
allocated to the field) in the field data section.
Step 3 Enter this parameter id using the following path on SAP
Easy access screen System ---> User profile --.>Own data.
Step 4 Click on parameter tab. Enter the parameter id code and
enter the value you want as default. Save the user settings.
Q.13 Which is the default exchange rate type which is picked up
for all SAP transactions?
The default exchange rate type picked up for all SAP transactions
is M (average rate)
Q.14 Is it possible to configure the system to pick up a different
exchange rate type for a particular transaction?
Yes it is possible. In the document type definition of GL, you
need to attach a different exchange rate type.
Q.15 What are the master data pre-requisites for document
clearing?
The Gl Account must be managed as an ‘open item management’ . This
checkbox is there in the General Ledger Master Record called Open Item
Management. It helps you to manage your accounts in terms of cleared and
uncleared items. A typical example would be GR/IR Account in SAP (Goods
Received/Invoice Received Account)
Q.16 Explain the importance of the GR/IR clearing account.
GR/IR is an interim account. In the legacy system of a client if
the goods are received and the invoice is not received the provision is made
for the same.
In SAP at the Goods receipt stage the system passes an accounting
entry debiting the Inventory and crediting the GR/IR Account .Subsequently when
an invoice is recd this GR/IR account is debited and the Vendor
account is credited. That way till the time
that the invoice is not received the GR/IR is shown as uncleared items.
Q.17 How many numbers of line items in one single entry you can have?
The number of line items in one document you can accommodate is
999 lines.
Q.18 A Finance Document usually has an assignment field. This
field automatically gets populated during data entry. Where does it get its
value?
This value comes from the
Sort key entered in the Gl master record.
Q.19 How do you maintain the number range in Production
environment? Do you directly create it in the Production box or do you do it by
means of transport?
Number range is to be created in the production client. You can
transport it also by way of request but creating in the production client is
more advisable.
Q.20 In customizing “company code productive “means what? What
does it denote?
Once the company code is live(real time transactions have started)
this check box helps prevents deletion of many programs accidentally. This
check box is activated just before go live.
Q.21 What is done by GR/IR regrouping program?
The balance in a GR/IR account is basically because of 2 main
types of transactions:-
Goods delivered but invoice not received – Here the Goods receipt
is made but no invoice has yet been received from the vendor. In such a
scenario GR/IR account will have a credit balance.
Invoiced received but goods not delivered –
Here the Invoice is received from the vendor and accounted for, but goods have
not been received. In such a scenario GR/IR account will have a debit balance.
The GR/IR account would contain the net value of the above two
types of transactions. The GR/IR regrouping program analyses the above transactions
and regroups them to the correct adjustment account. The balance on account of
first transactions will be regrouped to another liability account and the
balance on account of second transactions will be regrouped to an asset
account.
Q.22 What are the functionalities available in the financial
statement version?
In the financial statement version the most important
functionality available is the debit credit shift. This is more important in
case of Bank overdraft accounts which can have a debit balance or a credit
balance. Thus in case of a debit balance you would require the overdraft
account to be shown on the Asset side. In case of credit balance you would
require the account to be shown on the Liability side.
Q.23 Is it possible to print the financial statement version on a
SAPscript form?
Yes. It is possible to print the financial statement version on a
SAPscript form.
Q.24 How do you configure the SAPscript form financial statement
version?
It is possible to generate a form from the financial statement
version and print the financial statements on a SAPscript form. In the
customizing for financial statement version select the FSV you created and
choose Goto Generate formOne column or Two column form.
You can also copy form from the standard system.
Q.25 Is it possible to generate a financial statement form
automatically?
Yes. It is possible to generate a form automatically.
Q.26 Is it possible to keep the FI posting period open only for
certain GL codes?
Yes. It is possible to keep open the FI posting period only for
certain GL codes.
Q.27 How do you keep the FI posting period open only for certain
GL codes?
In transaction code OB52 click on new entries and maintain an
interval or a single GL code for the account type S with the posting period
variant. If the GL codes are not in sequence then you need to maintain further
entries for the posting period variant and account type S.
Q.28 Can posting period variant be assigned to more than 1 company
code?
Yes. Posting period variant can be assigned to more than one
company code.
Q.29 At what level are the customer and vendor codes stored in
SAP?
The customer and vendor code are at the client level. That means
any company code can use the customer and vendor code by extending the company
code view.
Q.30 How are Vendor Invoice payments made?
Vendor payments can be made in the following manner:
Manual payments without the use of any output medium like cheques
etc.
Automatic Payment program through cheques, Wire transfers, DME
etc.
Q.31 How do you configure the automatic payment program?
The following are the steps for configuring the automatic payment
program:-
Step 1 Set up the following:
Co. code for Payment transaction
Define sending and paying company code.
Tolerance days for payable
Minimum % for cash discount
Maximum cash discount
Special GL transactions to be paid
Step 2 Set up the following:
Paying company code for payment transaction
Minimum amount for outgoing payment
No exchange rate diff
Separate payment for each ref
Bill/exch payment
Step 3 Set up the following:
Payment method per country
Whether Outgoing payment
Check or bank transfer or B/E
Whether allowed for personnel payment
Required master data
Doc types
Payment medium programs
Currencies allowed
Step 4 Set up the following:
Payment method per company code for payment transactions Set up
per payment method and co. code
The minimum and maximum amount. Whether payment per due day
Bank optimization by bank group or by postal code or no
optimization
Whether Foreign currency allowed Customer/Vendor bank abroad
allowed Attach the payment form check Whether payment advice required
Step 5 Set up the following:
Bank Determination for Payment Transactions Rank the house banks
as per the following
Payment method, currency and give them ranking nos Set up house
bank sub account (GL code)
Available amounts for each bank
House bank, account id, currency, available amount Value date
specification
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