Document Postings Flashcards
What are exchange rate factors?
Exchange rate factors are the relationships between one currency and another to which an exchange rate is applied
For example:
You may define the Indonesia Rupiah to US$ factor as 10000:1
Combined with an exchange rate of 0.95, this would equate to 9500 IDR to 1 USD
What is document parking?
Why is it important when considering internal control procedures and segregation of duties?
Document parking is an SAP term which means a posting (AP/AR/GL) can be temporarily saved (possibly with incomplete information) without hitting the affected ledger(s). A seperate person can then release the posting to the ledger when required.
This is useful for example if junior staff are to initially enter the invoices, before the supervisor checks it and books it to the ledger.
Another popular use is when entering GL journals with many hundreds of line items. The document can be partially saved allowing for completion at a later date.
Explain document currency (WRBTR) and local currency fields (DMBTR) when posting a document in SAP FI
On the document header, the document currency is entered. If this is different from the entity currency (or local currency), an equivalent amount in local currency is calculated automatically by the system and stored in the field local currency.
It is possible; however, to overwrite the system proposed value in this field manually.
If the local amount is manually overwritten and the difference between the implied exchange rate is sufficiently different to the rate used by the system, a warning or error message is displayed (depending on system configuration)
What are exchange rate types in SAP?
Exchange rate types are how SAP categorizes the different sets of exchange rates.
By default, exchange rate type “M” is used for the rates used to calculate local currency in SAP.
Examples:
0011: Rate on key date
0012: Average rate
0013: Historical rate
0014: Rate on key date in previous year
During document postings, under what circumstances would SAP display the following warning/error message, **“Calculated rate deviates from document header rate by x%” **?
This occurs when the exchange rate in the document header (either entered by the user or derived from the exchange rate table) differs by a larger amount than that specified as the maximum tolerance.
This message can be changed to be either an error or a warning.
What are FI substitution rules?
Defined in configuration, they are similar to the FI validation rules above?
Substitution rules allow field values to be replaced when certain pre-requisites conditions are met.
When entering foriegn currency FI transactions, describe the various ways in which the exchange rate is derived by SAP
The exchange rate can be derived:
- Entered manually on the document header
- Derived from the exchange rate table (by leaving the exchange rate blank)
- Indirectly by entering the explicit local currency amount so the system is forced to use a specific exchange rate
What is the difference between the FB50, FB60, and the old general posting transaction FB01?
The FB60/FB50 screens were created to expidite data entry for AP, AR, and GL postings.
In the old FB01 screen, users were required to enter document types and posting keys manually to determine the nature of the postings.
In the newer Enjoy SAP data entry screens, these are defaulted via a configuration table so the user just has to choose debit/credit and the system will default the posting key. The document type is determined based on whether the entry is a vendor/customer invoice/credit memo or GL journal.
What are FI validation rules?
Validation rules (configured via transaction OB28) enforce certain conditions when FI postings are made.
Validation rules comprise of three elements:
- A prerequisite event that has to occur for the validation check to take place
- The check itself
- The output message that is to be displayed (you can choose between a warning or error message)
Example:
You may wish to ensure that users only enter GL journals with document type ‘SA’ for a specific GL account 88510005 in company code A100.
- Your prerequisite would be IF **the GL account = 88510005 AND the company code = A100. **
- The check would be that the document type = SA and in the event of an incorrect entry the message could be “Error - only document type SA allowed”
You can enrich validation rules using ABAP code.
Explain the terms internal number assignment and external number assignment.
What are the differences between them?
Why is it generally not a good idea to have external numbering on transactions?
Internal numbering means the R/3 system assigns the next avaialble sequential number to the master data object or transaction posting.
External number assignment means the user has to manually enter the number during the creation of the master record or the posting of the document.
Entering the document number manually on each SAP financial posting is a time consuming effort and causes a risk to those transactions booked via interfaces. Often organizations want to do tihs to match source or legacy systems data with R/3. However, there are plenty of text and reference fields available to store this information without requiring external numbering.
