Tasks to be completed when documenting an SAP Transaction, Report or Message code.1. Title of the page = SAP Transaction code, SAP Report or SAP Message2. Add the following Labels, respectively :
3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...) |
Use transaction code:
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| This procedure describes a manual booking with matching the accounts in SAP. |
Enter the transaction FB05:
Complete the fields
All the fields that will need to be inserted are the ones regarding the original posting that you need to transfer.
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The fields must be complete:
Document date | The document date is the date on which the original document was issued. |
Posting date | Date which is used when entering the document in Financial Accounting or Controlling. When entering documents, the system checks whether the posting date entered is allowed by means of the posting period permitted. The posting date can differ from both the entry date (day of entry into the system) and the document date (day of creation of the original document). |
Type | The document type classifies accounting documents. Attributes that control the entry of the document or which are themselves stored in the document are stipulated for each document type. In particular, the number range assigned to the relevant documents is determined on the basis of the document type. |
Company code | Select the company code with the match code. |
Currency/rate | Currency key for amounts in the system. Exchange rate Tax amounts are usually converted using the exchange rate defined by the tax base amounts. If you wish to enter an alternative exchange rate, or have the system default an alternative exchange rate, you make the setting here. As a result of the alternative exchange rate, the document now contains a balance in local currency, which is posted to a separate account by means of an automatically generated line item. |
Translation date | Translation date for determining the exchange rate which is to be used for translation. The exchange rates are stored in the system. You do not need to enter a date unless the date in question is not the same as the document entry date. |
Cross CC-no | Is done automatically. In cross-company code document entry, several documents are created in different company codes. A common transaction number indicates that the documents belong together logically. The transaction number can be assigned by the system or manually. The system creates the number from the document number, company code and fiscal year. |
Document number | Have to be empty |
Reference | The reference document number can contain the document number of the customer/vendor. However it may contain a different value. The reference document number is used as a search criterion when displaying or changing documents. In correspondence, the reference document number is sometimes printed in place of the document number. |
Doc header text | The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items. Is empty in general |
Transaction to be processed:
Outgoing payment | The amount of money or its equivalent issued by the buyer to pay for goods or services. |
Incoming payment | The amount of money or its equivalent issued by the seller to received for goods or services. |
Credit memo | A posting that reduces the balance of receivables or payables. |
Transfer posting with clearing | The posting of (already posted) amounts from one account to another, (without changing the posting keys). It is made when preparing annual closing entries. |
First line item:
| Posting key for the next Line Item | In this field, the posting key with which the next document line item should be entered is specified. 40 for debit, 50 for credit. |
| Account for the Next Line Item | Account number which is to be posted to with the next line item. |
| Special G/L Indicator for the Next Line Item (SGL Ind) | Not possible for general ledger |
| Transaction type | This type is currently used only in ERP system to explain the flows/movements needed for provision and fixed assets. |
Press <enter>
Add G/L account item
In the next step, the following screen will appear:
Complete the necessary fields:
| Amount | Enter the amount |
Tax code | The tax code represents a tax category which must be taken into consideration when making a tax return to the tax authorities. Tax codes are unique per country. The tax rate calculation rules and further features are stored in a table for each tax code. For tax-exempt or non-taxable transactions, you should use tax codes with a 0 percentage rate if the corresponding transactions are to be displayed in the tax returns. |
Business Area | Key identifying a business area. There are differences between the ERP systems (mandatory or not). Usually the business area is given by the local. |
Trading part BA | Is not used |
Cost Center | Key uniquely identifying a cost center. A cost center is one type of Cost Object, which are mandatory for cost accounting. For more information about cost accounting see documentation of MB2. This can be replaced by profit centre, WBS, orders…Screen are different based on system and/or account number. Recommendations : - for all data refer to MB2 - The person who asks for the posting should give the full information to SBS Service Center RtR |
Order |
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Sales Order |
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Asset |
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WBS element |
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Cost Object |
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Purchasing doc. | |
Quantity |
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Assignment |
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Item Text | Contains an explanatory text on the line item. If you put "*" the field of the previous item is taken. |
Next line item | Posing key + account for next item |
Choose open items
After completing this line, we select the option:
and the following screen appears: 
Account Number or Key of a Work list
Numbers of accounts from which the open items are to be selected for further processing (account to be cleared) or the key of a work list which represents a group of accounts.
Your entry can only be interpreted as the key of a work list if you have configured the Financial Accounting processing options accordingly (use of work lists for processing open items). If this is the case, then the system will first of all check whether the value entered is a valid key for a work list. If there is no work list with the specified key, then the entry is interpreted as an account number.
If both a work list and an account exist for the same key, then the work list takes precedence. This effect can be used if an account is always to be processed in combination with other accounts and never separately. In this case, you create a work list under the account number and manage this account and all other related accounts in the work list.
If such effects are not required, you should make sure that you do not assign any keys for the work lists for which account numbers already exist.
Account type
The account type determines whether the general ledger or one of the sub ledgers is used.
Additional Options
In this section we can select different options:
Process open items
After choosing the additional selections we need to mark this option:
and the next screen appears:
In this screen we choose the line that need to be assigned.
With this bottom we select all positions 
and afterwards we must choose this to deactivate items 
and after making a double click we can select an individual line.
You need to select the lines to assign the same amount that was entered:
It is not necessarily the exact same amount that the other, it could be a sum of lines matching with just one line. But it is necessary to analyze if one value is really linked with the other and if the assignment is the same.
When the amount entered and the amount assigned are the same, save the document 
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In the end of the screen find your document number:
To reverse this document go to transaction FBRA - Reset Cleared Items. |
Select the document and |
