SAP Exam Resource - Define Account Groups OBD2

Q). In the FI module in SAP, where can a user maintain the screen field for a customer master record?

Answer:

In the IMG i.e. implementation guide in SAP, which can be reached via T-Code SPRO, the following menu path should be followed by the user to reach the Screen field for Customer master record.

Financial Accounting >> Accounts Receivable and Accounts Payable >> Customer Accounts >> Master Records >> Preparations for creating customer master records >> Define account groups with screen layouts.

The menu path mentioned above will lead to user to the transaction where screen filed for customer master record can be maintained. As a very easy alternative to the same the same can be viewed via transaction code [OBD2].

In SAP, it becomes easy if one knows the transaction code, so that any Transaction can be easily reached via the T-Code i.e. shortpath.

SAP R3 Data Entry Techniques Tips

There are various forms, menus which users can access in SAP to make data entry. Entry can be of master data or transactional data. For making a data entry in SAP R/3 the user needs to have authorization in SAP. Without proper access authorization in SAP, a user may not be able to enter data. The manner is which postings are done can also be controlled through this technique. At the time of data entry also, SAP performs several edit and validation checks over the data to ensure that it is complete and accurate. These edit and validation checks are available through configurable controls in SAP.
To explain SAP data entry techniques more simply, below, certain examples are given as to how the user data entry in SAP can be controlled.

1. User can be restricted from posting to a particular account.
2. Users can be restricted to post only to accounts belonging to a specific company code.
3. Users in SAPR3 can be confined to a business area but not to specific company codes.
4. A user can be confined to a cost center or a cost object also in SAP.

To test FI/CO posting controls and your accounting knowledge

Question : Can you post a document to a closed period?

Answer : Yes

Question : How do you do that in SAP?

Answer : Just reopen the closed period

Question : Isn't that against the accounting principles?

Answer : Not at all. As long as you document a proper reason for the auditing.

The chairman of a Co. wants to link each of his four company codes to three dunning areas and two credit control areas. Can this be done? Why or why n

Technically, an individual company code can only be assigned to one credit control area; however, a list of allowable credit control areas may be created. A company code can have multiple dunning areas.

What is a credit control area? Describe its relationship to company codes?

A credit control area (CCA) is used to set and control credit limits for customers. They include one or more company codes. There can only be one CCA per company code. Customers in several company codes can exist under several CCA's. As part of credit management, an individual customer's credit limit is set based on an individual credit control area or across several credit control areas.

Can you report on business areas across companies? If so, explain how this is accomplished conceptually in the system.

Yes, because BA's are defined independent of company codes. They can be added to the detail of a line item in a document, thus enabling the system to keep track of business area information for reporting and controlling purposes.

Discuss three benefits of the SAP organizational structure

It gives flexibility to reflect complex organizational structures

It helps to consider future changes in the organizational structure

It is clearly defined into logistical (sales, purchasing) and financial views (cost accounting, financial accounting).

Explain the relationship between company code, business areas and financial statements

A Company Code represents an independent legal entity that is required by law to issue financial statements (Balance Sheet and P&L Statement). Business Areas are defined independently of Company Codes and can be shared across Company Codes. Internal Balance Sheets and P&L Statements can be generated by Business Area though they are not required.

What is the highest hierarchy level in SAP? Define this term and explain how it is used in the SAP system

The Client is the highest level in the SAP organizational structure. Anything specified for a Client applies to all Company Codes that are attached to that Client. Clients have a one-to-many relationship with Company Codes. Clients are generally not reported on with balance sheet and P&L's, the company codes are the legal entities and serve for this purpose. However, clients can be reported on as part of consolidation or extended G/L.

Define the major organizational hierarchy elements within the Financial Accounting module and explain the relationship between each of them.

The hierarchy, from the highest organizational unit to the lowest, is the Client, Chart of Accounts (COA), Company Code and the optional Business Areas (BA). Two other optional areas include the Dunning Area and the Credit Control Area (CCA). Credit Control Areas come above the Company Code, and Dunning Areas come below the Company Code. There is only one Client and its values are the same across all Company Codes that are attached to it. Every Company Code is a legal independent entity. Business Areas can be shared among Company Codes (many-to-many relationship) and they are used for internal reporting purposes. Each Company Code is assigned a COA. The COA may be the same for multiple Company Codes, but each Company Code may only use one COA.

Explain the relationship between posting keys and accounts

Each posting key is linked to a specific account type and determines if the entry to that account will be a debit or credit entry.

Discuss all aspects of the posting key. Explain what it is, how it is used in the system, and any special properties that can be defined for it.

The posting key:
	Defines the type of account (e.g., Customer, Vendor, G/L account, Material, Asset) Determines whether the entry is a debit or credit Indicates special properties (e.g. Reversal Posting Key, Special G/L transaction, etc.) Data entry screen for the line item via the field status group

What is a document type? Discuss its various uses in the system

A document type is a 2-character alphanumeric key that is used to identify documents. It distinguishes between business transactions (e.g., SA - G/L postings, DR - customer invoice), controls the account types posted to (D - customer, K - Vendor, S - G/L account, A - Assets, M - Materials), assigns document numbers and is used as a sort criteria.

Discuss the various sections of a SAP document and give an example of the data stored in each section.

Document header - posting date, document number, document type, currency, document date, document header text. Line items - Minimum of two line items and at most 999, consisting of posting key, account number, amount, and other account assignments.

What is the document principle?

The document principle requires that one FI document is created for every business transaction. Each document receives a unique number. It is a 1:1 relationship