Displaying the Reference Documents in sap fico

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Document ® Reference Documents ® Recurring Document ® Display
Transaction Code	FBD3

2. Delete the entry in the Document number field.
3. Choose List.
4. Enter the following data:

Field	Europe	North America
Company code	1000	3000
Fiscal year	Leave blank	Leave blank
Own documents only	Select	Select

5. Choose .

The system displays a list of all recurring documents that you have created for the selected company code.

6. To call up more information about a particular recurring document, select the line item, then choose Edit
® Choose.
7. On the Document Overview screen, choose Goto
® Recurring entry data.

In the dialog box, you see the details of the recurring entry. You can see that the first accounting document was posted with reference to the template. The system automatically entered the date of the next posting in the Next run on field. You can also see the number of runs executed thus far. The number shows you how many postings have been generated from the reference document.

8. Choose .

9. Choose until the overview tree appears.

Displaying the Accounting Documents in fico

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Document ® Display
Transaction Code	FB03

2. Leave the Document number field empty.
3. Choose List.
4. Choose Goto
® Variants ® Get.
5. In the dialog box, select the following variant:

Field	Europe	North America
Variant name	DAUERBUCH-1000	RECDOC-3000

6. Choose .
7. Enter the following data:

Field	Data
To fiscal year	2001
Posting date from	First day of current period
Posting date to	Last day of current period

8. Choose .

The system displays a list of documents that you posted using the recurring document session.

8. Select your posting document using the posting date and the posting text, the choose Edit
® Choose to access the document overview.

This allows you to verify that all postings are correct.

9. Choose until the overview tree appears.

Processing a Recurring Entry Session in fico

Use

You now process the batch input session. The accounting documents you stored in the batch input session are posted automatically.

Procedure

1. Call up the transaction as follows:

Menu Path	Choose System ® Services ® Batch Input ® Sessions
Transaction Code	SM35

2. Choose the tab page.

You now see an overview of the existing sessions.

3. Select the line for your session name.
4. Choose Process.
5. In the dialog box, if you wish to release each of the processing steps, choose Process/foreground.

This option lets you make any changes that may be required.

6. Choose Process.
7. To confirm each step, choose .
8. To ignore any warnings regarding the next scheduled run, net due date, and payment conditions, choose . If any dialog boxes appear, choose .
9. When the Information dialog box appears, choose Session overview.

The system has now processed all recurring entries in the batch input session.

10. Choose .

Creating a Recurring Entry Session in fico

Use

In this process step, you create a batch input session based on the recurring document templates. This means that the system analyzes all existing recurring document templates and determines for which template to create an actual accounting document. These accounting documents are stored in a batch input session. The posting process occurs at a later date.

This scenario is based on the assumption that the recurring documents have been processed each period up to the period prior to the current period. If this is not the case, please check the last run date under the recurring entry data and select a settlement period that covers the period from the last run date to the current run date.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Periodic Processing ® Recurring Entries ® Execute
Transaction Code	F.14

2. Enter the following data:

Field	Europe	North America
Company code	1000	3000
Settlement period	From the first day to the last day of the current period	From the first day to the last day of the current period
Batch input session name	DAUERBUCHxx (xx = current period)	RECDOCPERxx (xx = current period)
User name	Your user name	Your user name



The settlement period is used to select the recurring document templates whose next run date falls in the selected period. Make sure that recurring entries have been processed up to the period prior to the current period.

The batch input session contains all recurring documents to be performed in accordance with the run schedule.

3. Choose .

An Information dialog box may appear.

4. Choose .

The batch input session has now been created.

5. Choose .

Displaying Existing Recurring Documents in fico

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Document ® Reference Documents ® Recurring Document ® Display
Transaction Code	FBD3

2. Delete the entry in the Document number field.
3. Enter the following data:

Field	Europe	North America
Company code	1000	3000
Fiscal year	Leave blank	Leave blank

4. Choose List.

On the Document List screen, the company code is displayed as a selection criterion.

5. Choose .

The system displays a list of all recurring documents that exist for the selected company code.

6. To call up more information about a particular document, double-click on the line item.
7. Choose Environment
® Recurring entry data.

In the dialog box you can see whether the recurring document has a run schedule or is executed based on a fixed date. You can also see when the recurring entry run will occur.

8. Choose .

9. Choose until the overview tree appears.

Entering a Recurring Document With Document Display in fico

Use

First you create a template for the recurring document. This template contains all the data necessary for posting the monthly rent payment - for example, all the accounting information such as account numbers, posting keys, tax codes, as well as information on when and how often to create the actual accounting documents.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Document Entry ® Reference Documents ® Recurring Document
Transaction Code	FBD1, FBD3

2. Enter the following data:

Field	Europe	North America
Company code	1000	3000
First run on	Last Friday of current period	Last Friday of current period
Last run on	28.12.2001	28.12.2001
Run schedule	1000	3000
Document type	KR	KR
Currency/rate	EUR	USD
Reference	For example: Rental agr. A115	For example: Rental agr. A115
PstKy	31	31
Account	1000	3000

3. Choose .
4. Enter the following data:

Field	Europe	North America
Amount	5000	5000
Tax code	V0	I0
Payment terms	0001	0001
Assignment	Recurring entry	Recurring entry
Text	Rent warehouse	Rent warehouse
PstKy	40	40
Account	470000	470000

5. Choose .

The system warns that the payment conditions have been changed.

6. Choose .
7. Enter the following data:

Field	Europe	North America
Amount	*	*
Cost center	1000	1000
Text	Rent warehouse	Rent warehouse

8. Choose .
9. Choose .
10. Make a note of the document number.
11. To display the document, choose Document
® Display.
12. To check the recurring entry data, choose Environment
® Recurring entry data.

To display or change the recurring document at a later time, select from the Accounts Payable menu Document ® Reference documents ® Recurring document ® Change or Display. This change is possible, because the recurring document is not an accounting document.

13. Choose until the overview tree appears.

Data Used During This Process in fico

Field	Europe	North America	Description
Company code	1000	3000	Model company code
First run on	Last Friday of the current month	Last Friday of the current month	Start of recurring entry
Last run on	28.12.2001	28.12.2001	End of recurring entry
Run schedule	1000	3000	Last Friday of each month
Document type	KR	KR
Currency	EUR	USD
Reference	Rental agreement A115	Rental agreement A115
PstKy Vendor	31	31	Posting key, 1st line item
Vendor	1000	3000	Sample vendor
Tax code	V0	I0
Payment terms	0001	0001	Payable immediately without deductions
Assignment	Recurring entry	Recurring entry
PstKy Account	40	40	Posting key, 2nd line item
G/L account	470000	470000	Occupancy costs
Cost center	1000	1000	Example cost center
Settlement period	First of current month to last of current month	First of current month to last of current month	Creates a batch input session for a specific period
Name of batch input session	DAUERBUCHxx (xx = current period)	RECDOCPERxx (xx = current period)	Sample name of recurring entry session for specific period
User name	Your user name	Your user name	Person who created batch input session

Additional Process Information in fico

To automate monthly rental payments, you create a recurring entry document with a fixed run schedule. This document contains all repetitive data necessary for posting the monthly accounting documents. Each month, you start the recurring entry program. Based on the run schedule, you create a file (batch input session) containing all recurring documents to be generated. Running the batch input session posts the expenses and open items.

The system contains further recurring documents which you can also execute. Recurring documents with a fixed run schedule are executed simultaneously with the recurring document you have entered. Recurring documents with execution dates in the same period are also taken into consideration when the batch input session is created.

Recurring Entries in fico

Purpose

The monthly expenses are posted on the basis of a rental agreement using a recurring entry document.

Recurring entries are business transactions in Financial Accounting that are repeated regularly, such as rent. This business process demonstrates how you use a recurring document to post rental expenses.

You can find more information about this process under .

Process Flow

You can find the data for this process under .

1. 
   
Entering a Recurring Document with Document Display
2. 
   
Displaying Existing Recurring Documents
3. 
   
Creating a Recurring Document Session
4. 
   
Processing a Recurring Document Session
5. 
   
Displaying the Accounting Documents
6. 
   
Displaying the Reference Documents