Financial Accounting in SAP S/4

HANA I
Unit 4 – Document Control
Table of Contents

► Lesson 1: Configuring the Header and Line Items of

Financial Accounting (FI) Documents
► Lesson 2: Managing Posting Periods
► Lesson 3: Managing Posting Authorizations
► Lesson 4: Creating Simple Documents in FI

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Lesson 1
Document Structure

► SAP S/4 HANA is based on the document principle

► Document Principle is:
► A document is saved for every business transaction posting
► This document is a complete unit in the system until archived
► Each document is uniquely identified by the following:
► Document Number
► Company Code
► Fiscal year

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Lesson 1
Document Structure

► Documents contain the following details:

► Document Header
► Line Items

► Document Header
► Contains information that applies to the whole document
► Line Items
► Each posted accounting document has at least two line items (eg
debit and credit)
► Maximum number is 999 line items per document and information
is specific to the document

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Lesson 1
Document Structure

► Line Items
► Can be posted via Accounting (AC) Interface (eg Sales Order
Mgmt, Purchasing mgmt)
► AC interface creates items in the accounting document that are
identical in almost all of the fields

► Control Keys
► 2 important control keys:
► Document Type (for Document Header)
► Posting Key (for line items)

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Lesson 1
Document Structure

► SAP generates at least one document for every business

transaction
► A document is assigned a unique document number
► Assignment of document number can be internal or
external
► A document number is assigned by the system in an
Internal assignment
► The user assigns the document number in an External
assignment

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Lesson 1
Document Structure

► Some business transaction documents are generated

without an accounting document being generated at the
same time
► This is because accounting is not affected by the document
generation
► An example is generation of a purchase order in Materials
Management
► Related documents are linked in SAP S/4 HANA, such as
the Invoice and its accounting document
► This gives the user an overview of every business transaction

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Lesson 1
Document Structure

► RFBELJ00 report allows the user to create compact

document journal. This contains a table of selected
documents’ most important data from the document
headers and line items
► RFBUEB00 and RFBUEB01 reports are used to locate
documents
► On SAP Fiori Launchpad, the Manage Journal Entries tile
(Accounting Transaction Group) is used to locate
documents

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Lesson 1
Document Structure

► Creation of Document Types

► Document Type controls the document header and helps
differentiate business transactions, for example DZ doc type is
used for customer payments
► Defined at the client level, hence valid for all company codes
► SAP has standard document types that can be changed or copied

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Lesson 1
Document Structure

► Document Types define the following elements

► Number Range for the document type
► Each document type must have an assigned number range
► Reverse Document Type
► The doc type specified in this field will be used on a reversal
transaction. If this is not specified, the system will use the posted
document type for reversal
► Account type allowed for postings
► To specify the account type (Assets, Customers, Vendors, Material,
G/L) that you want to post to

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Lesson 1
Document Structure

► Document Types define the following elements

► Control Data
► In this section, selecting the Net Document Type field, (only valid for
document types used for vendor invoices) indicator reduces the total
amount due by the cash discount amount specified by the payment
terms on the invoice.
► Also includes the following fields:
► Customer/Vendor Check
► Negative Postings permitted
► Inter-company postings
► Enter Trading Partner
► Required During document entry
► Selecting Reference Number and Document Header Text makes each
of these fields a required entry in the document header.

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Lesson 1
Document Structure

► Important Standard Document types

► SAP S4 HANA provides standard document types such as:
► The standard document types are configured to allow only certain
accounts to be posted except for AB
► Document type AB which allows posting to all accounts
► DG which allows posting to customer (D) and general ledger accounts
(S) only

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Lesson 1
Document Structure

► Important Standard Document types

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Lesson 1
Document Structure

► Important Standard Document types

► Some other document types needed for business transactions:
► RV: Default document type for Sales Order Management billing
documents or customer invoices
► RE: Default document type for Materials Management billing
documents or vendor invoices
► Both RV and RE will be used to transfer billing documents from SAP
S4 HANA billing application
► ZP: used in payment program for most of the automatic postings
► Using Internal Number assignment, SAP assigns a new number to
each document in the FI component
► Using External Number assignment, SAP transfers the billing
document number to the accounting document, provided the
number is not yet used

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Lesson 1
Document Structure

► Document Number Ranges

► Document number range defines the range of numbers that is
assigned to document numbers. These number ranges must not
overlap.
► Document Number range must be defined for the year in which it
is used
► Document Number assignment can be internal or external
► One number range can be assigned to several document types
► Intervals of number ranges can be can be copied from one
company code to another or from one fiscal year to another
► RFBNUM00 report can be used to find gaps in document number
assignment

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Lesson 1
Document Structure

► Document Number Range Assignment

► Internal Numbering – document numbers are assigned by the
SAP system. SAP S4 HANA saves the last document number
taken from the number range in the Current Number field. It then
assigns the number following the current number as the next
document number
► External Numbering – the user enters the number of the
document during posting, or the number is transferred from
another system automatically. As these are not in sequence, SAP
S4 HANA cannot store a current number.

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Lesson 1
Document Structure

► Document Number Ranges

► The figure is an illustration and example of the number range
assignment

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Lesson 1
Document Structure

► Options for Defining Document Number Range

► Continuous
► At the beginning of the new fiscal year, SAP S4 HANA will continue to use
the current number as the next number. This means that SAP will not
restart at the first number of the number range
► For Every Fiscal Year
► At the beginning of the new fiscal year, SAP S4 HANA starts with the first
number of the number range. This ensures that the number range is
sufficient

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Lesson 1
Document Structure

► Configuration:
► To create a number range, follow this path in Customizing (SPRO)
► Financial Accounting (New)  Financial Accounting Global Settings
(New)  Document  Document Number Ranges  Documents in
Entry View  Define Document Number Ranges for Entry View.

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Lesson 1
Document Structure

► Configuration:
► To create a document type, follow this path
► Financial Accounting (New)  Financial Accounting Global Settings
(New)  Document  Document Types  Define Document Types
for Entry View.

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Lesson 1
Document Structure

► Configuration:
► To classify a document type for document splitting, follow the path:
► Financial Accounting (New)  General Ledger Accounting (New) 
Business Transactions  Document Splitting  Classify Document
Types for Document Splitting.

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Lesson 1
Document Structure

► Posting Key
► Are defined at the client level
► It has the following features:
► Provides control functions such as:
► It controls the account type to which the line item can be posted to
► If the item posted is a debit or credit
► The field status of additional details
► Additional Features:
► Whether the line item is connected to a payment transaction. This
information is needed to analyze the payment history and create payment
notices
► Whether the posting is sales-relevant and the sales figure of the account
will be updated by the transaction. For example, posting of a customer
invoice

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Lesson 1
Document Structure

► Posting Key

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Lesson 1
Document Structure

► Posting Key
► Default posting keys are provided by SAP S4 HANA
► For GL account posting: Posting Key 40 for Debit, and Posting Key 50
for credit
► For customer invoices: Posting Key 01 for Debit, and Posting Key 11
for credit
► For vendor invoices: Posting Key 21 for Debit, and Posting Key 31 for
credit

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Lesson 1
Document Structure

► Standard Posting Keys

► SAP recommendation is to use the standard posting keys
delivered
► If there are changes or new posting keys, any tables containing a
reference to these keys must also be updated

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Lesson 1
Document Structure

► Standard Posting Keys

► Posting keys for assets and materials may only be used if the
corresponding SAP components are configured
► Field status definitions of posting keys and field status group can
be changed to make the field status be transaction-dependent or
account-dependent
► Subledger accounts do not have a field status group so they are
differentiated via posting keys resulting into numerous posting
keys for subledger accounts
► General ledger accounts are differentiated by means of different
field status groups, resulting into only 2 posting keys (40 and 50)
to be required for GL account postings

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Lesson 1
Document Structure

► Document Field Status and Field Status Groups

► The field status controls the information to be entered and
displayed when a document is processed
► The information displayed depends on the transaction and
accounts that are being used in the posting
► For example, when you post expenses, you have to specify the cost
center and tax data
► When you post cash, cost center and tax data are not required
► The field status with the higher priority is used, similar to GL
Accounts
► Entries in tax fields are only possible if the general ledger account
is relevant for tax

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Lesson 1
Document Structure

► Document Field Status

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Lesson 1
Document Structure

► Document Field Status Priority

► Suppress / Hide (highest priority)
► Required Entry
► Optional Entry (lowest priority)

► Note: the Hide field status cannot be combined with the

Required Entry field status as this will cause an error

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Lesson 1
Document Structure

► Document Field Status Groups

► Grouping of the field status for document entry for each group of
general ledger accounts
► Field status groups are assigned to their respective GL accounts
in the GL account master record
► The field status groups are summarized in one field status
variant
► Various field status groups are available in standard SAP S4
HANA
► Recommended to copy and modify the copies as necessary
► If posting to a subledger account, the field status group of the
reconciliation account is used

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Lesson 1
Document Structure

► Document Field Status Groups

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Lesson 1
Document Structure

► Document Field Status Variant

► The field status variant is assigned to the company code(s)
► Posting cannot be done if field status variant is incomplete
► Typically, the same field status variant is assigned to all company
codes so that the same status field information is consistent
across the company codes

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Lesson 1
Document Structure

► Configuration
► To create a new field status groups/variants, follow the path:
Financial Accounting (New)  Financial Accounting Global
Settings (New)  Ledgers Fields  Define Field Status Variants

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Lesson 1
Document Structure

► Create a Field Status Variant

► Selecting a field status variant and accessing field status
group will show the Field Status Groups Assigned

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Lesson 1
Document Structure

► Double clicking a field status group will show further

details
► Double clicking the group, such as General data will show
the field status assignment

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Lesson 1
Document Structure

► Configuration:
► To assign a company code to a field status variant, follow
the path: Financial Accounting (New) Financial
Accounting Global Settings (New)  Ledgers  Fields 
Assign Company Code to Field Status Variants.

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Lesson 2
Managing Posting Periods

► Posting Period Variants

► Posting Periods are defined in the fiscal year variant
► Closing certain posting periods will prevent documents from being
posted to an incorrect posting period
► Usually the current posting period is open while all other periods
are closed
► At the end of the current period, it will be closed and the next one
opened
► As many posting periods can be opened as desired as a range of
periods can be opened in the posting period variant

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Lesson 2
Managing Posting Periods

► Posting Period Variants

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Lesson 2
Managing Posting Periods

► Posting Period Maintenance

► Several company codes can use the same posting period variant
► Posting periods are opened and closed simultaneously for all
company codes to which the posting period variant is assigned in
accordance to the Variant Principle

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Lesson 2
Managing Posting Periods

► Period Checks by Account Type

► In the document header, the periods assigned to the account type
“+” are checked first
► Account type + must be open for all periods that are supposed to
be open for any other account type, and the posting period variant
must contain at least the account type +
► If the posting periods for different account types are all to be
handled in the same way, control by means of the + entry is
sufficient

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Lesson 2
Managing Posting Periods

► Period Checks by Account Type

► Posting periods can be handled differently for different account
types
► For example, for a certain posting period, postings to customer
accounts may be open while posting to vendor amounts are closed
► At the line item level, SAP S4 HANA checks the account type of
the posting key to ensure that the period is opened for the
assigned account type
► The account interval always contains general ledger accounts
► Entering specific reconciliation accounts for subledger account
types will result into the subledger account types to be treated
differently form those that have a different reconciliation account

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Lesson 2
Managing Posting Periods

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Lesson 2
Managing Posting Periods

► First Two Period Intervals

► During Fiscal Year closing, two period intervals must be open at
the same time
► Two period intervals can be entered in the posting period table
(Interval 1 and 2)

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Lesson 2
Managing Posting Periods

► First Two Period Intervals

► Period intervals 1 and 2 can be used for all normal posting
processes in regular and special periods
► For period interval 1, a group of authorized users can be assigned,
meaning for example, that for month-end or year-end closing,
posting periods can be opened for specific users only.
► SAP recommends using period interval 1 for special periods
because authorizations can only be managed there

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Lesson 2
Managing Posting Periods

► In SAP S4 HANA, Period interval 3 is used for postings

from CO to FI
► If the third interval is not filled, the entries in intervals 1
and 2 are also valid for these postings
► In SAP S4 HANA, postings in FI (CO-relevant) and
postings in CO (FI-relevant) need Open periods in FI
Opening or closing (OB52) and the CO Period Lock
(OKP1)
► In the CO period lock, it is needed to specify transactions
to lock and for which periods

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Lesson 2
Managing Posting Periods

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Lesson 2
Managing Posting Periods

► Determination of Posting Periods

► SAP determines the posting period and fiscal year automatically
based on the posting date entered during document entry
► SAP determines the posting period and updates the transaction
figures for each posting period
► Displaying the balance of an account displays the transaction
figures for the posting period

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Lesson 2
Managing Posting Periods

► Determination of Posting Periods

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Lesson 2
Managing Posting Periods

► Configuration:
► To create a posting period variant, follow this path in Customizing:
Financial Accounting (New) Financial Accounting Global
Settings (New)  Ledgers  Fiscal Year and Posting Periods 
Posting Periods  Define Variants for Open Posting Periods

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Lesson 2
Managing Posting Periods

► Configuration:
► To define the periods in the variant, follow this path in
Customizing: Financial Accounting (New) Financial Accounting
Global Settings (New)  Ledgers  Fiscal Year and Posting
Periods  Posting Periods  Open and Close Posting Periods

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Lesson 2
Managing Posting Periods

► Configuration:
► To assign the posting period variant to a company code, follow this
path in Customizing: Financial Accounting (New) Financial
Accounting Global Settings (New)  Ledgers  Fiscal Year and
Posting Periods  Posting Periods  Assign variants to
Company Code

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Lesson 3
Managing Posting Authorizations

► Posting Authorization
► Tolerance groups define the maximum amounts per company
code and also controls processing of payment differences
► Tolerance groups are defined in customizing and employees are
assigned with upper amount limits

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Lesson 3
Managing Posting Authorizations

► Posting Authorization
► Defining the maximum tolerance for payment differences
determines the following aspects during a transaction posting and
processing clearing transactions:
► What is the maximum document amount the employee is authorized to
post? (Amount per document: a total of all the debit line items or credit
line items in a document)
► What is the maximum amount the employee can enter as a line item in
a customer or vendor account? (Amount per open item)
► What is the maximum cash discount percentage the employee can
grant in a line item? (Cash discount per line item)
► What is the maximum acceptable tolerance for payment differences
(over payment or under payment) for the employee? (Revenue — over
payment, expense — under payment)

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Lesson 3
Managing Posting Authorizations

► Assigning Posting Authorizations

► As many tolerance groups can be created as needed
► Every user can be explicitly assigned to a tolerance group
► If a user is not assigned to any special tolerance group, the entries
in the blank tolerance group will be their default
► The blank tolerance group usually contains values that apply to
most employees

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Lesson 3
Managing Posting Authorizations

► Assigning Posting Authorizations

► For employees with especially high or low limits, a special
tolerance group is needed and their logon IDs can be assigned to
the group

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Lesson 3
Managing Posting Authorizations

► Configuration
► To define tolerance groups, follow the path in customizing:
Financial Accounting (New)  FinancialAccounting Global
Settings (New)  Document  Tolerance Groups  Define
Tolerance Groups for Employees

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Lesson 3
Managing Posting Authorizations

► Configuration
► Creating a new group allows you to enter the limits
► Similarly, double-clicking an existing group allows modification of
the limits

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Lesson 3
Managing Posting Authorizations

► Configuration
► To assign tolerance groups to users, follow the path in
Customizing: Financial/Accounting (New)  Financial/Accounting
Global Settings (New)  Document  Tolerance Groups 
Assign User/Tolerance Groups

Page 58 1 January 2014 Presentation title

Lesson 4
Creating Simple Documents in FI

► Postings that can be done using Fiori Apps in SA S4

HANA
► General Ledger Account Postings
► Customer Invoice Postings
► Customer Credit Memo Postings
► Vendor Invoice Postings
► Vendor Credit Memo postings

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Lesson 4
Creating Simple Documents in FI

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Lesson 4
Creating Simple Documents in FI

► Using Fiori Apps for Posting

► General data for the posting document are entered in the
document header, for example:
► Invoice Date
► Posting Date
► Text
► For entering invoice and credit memos received, the document
type for each transaction can be defined
► This document type appears as a general default value but can be
overwritten
► The proposed document type can be overwritten any time as long as
the document field is ready for input during document entry
► If document type is not defined, the system proposes standard
document types

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Lesson 4
Creating Simple Documents in FI

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Lesson 4
Creating Simple Documents in FI

► Using Fiori Apps for Posting

► When Enter is pressed, the customer/vendor master data is also
displayed alongside the account name, address and bank details
► The Open Items button displays the list of open items
► In addition to the header and item data, the entry screen also
contains an information area for displaying the account balance
► The Tree button allows the user to access and select the following
templates:
► Screen variants
► Account assignment templates
► Held documents

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Lesson 4
Creating Simple Documents in FI

► Using Fiori Apps for Posting

► In the document entry transaction, the following options are
available for the document
► Park
► Post
► Hold
► General transaction can still be used to enter postings
► Explanatory text can be entered for each line item and can be
used internally as well as externally
► To use the text for external purposes, eg Correspondence,
Dunning Notices and Payment advice, enter an asterisk (*) before
the text
► Note that the asterisk is removed for the printout

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Lesson 4
Creating Simple Documents in FI

► Using Fiori Apps for Posting

► In Customizing, text templates can be defined under a 4-digit key
► When this key is entered in the text field during the document entry,
the text templates are automatically copied into the line item

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References:

► Course Code TS4F01 via SAP Learning Hub or SAP

Training Courses
► https://training.sap.com/course/ts4f01-financial-accounting-in-sap-
s4hana--academy-part-i-classroom-005-us-en/
► In E-Learning method, TS4F01 is divided into two parts

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