Saudi Arabian Airlines - DOC SERVE

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Saudi Arabian Airlines - DOC SERVE

Course Overview: FI06 – Bank AccountingCourse Version: 2008 - Version 1Duration2 DaysCourse GoalsAt the completion of the course the delegates should be able to;Explain Finance organizational structuresTo Maintain Master data in Bank AccountingProcess Cash journal (Petty Cash Transactions)Manual and Automatic Bank Statement Entry Process OverviewView check registersTarget Audience• Finance staff : SAP End UsersPrerequisitesEssential• PC Literacy• Knowledge of basic accounting• SAP 01 Course• FI_01 General Ledger AccountingCourse Content1. Unit 1 : Finance Organizational Structures and Bank Master Records2. Unit 2 : Cash journal (Petty Cash Transactions)3. Unit 3 : Manual and Automatic Bank Statement Entry Process OverviewFI_06 Bank Accounting Version 1 3


1. Course IntroductionThis course will focus on how SAP Bank accounting module manages bank transactions andactivities.The starting point of the course will introduce the concept of Bank Master Record’s creationand will give explanations with regards as to how they will relate to transactional processes.The course will also touch on the structures of Bank Accounting record and their significanceto processes that are critical to bank accounting in the recording of accounting transactionssuch as bank reconciliations.In SAP, the bank master record is stored centrally in the Bank Directory. The Bank Directorymust contain the master data of all banks that you require for payment transactions with yourbusiness partners. This includes your banks and banks of your business partners (bothdomestic and foreign banks). Bank key master data is maintained at client level and thesame master data will be used by all company codes.The course will also cover such issues as processing of bank statements (bankreconciliations) and cash journal (petty cash) functions.FI_06 Bank Accounting Version 1 4


3: Business Processes OverviewFI_06 Bank Accounting Version 1 6


FI_06 Bank Accounting Version 1 7


4:Business Impact3.1 Key ImpactsBusiness ProcessBank Master Data (Bank Key)MaintenanceHouse Bank & Account ID DataMaintenanceBank ReconciliationPosting Petty Cash ExpenseImpactBank master data will now be maintained in SAP. The master data shouldbe maintained centrally for the entire Organisation.House Bank & Account ID maintenance will be done in the SAP. HouseBank and Account IDs are created for each company code.The bank reconciliation process will still be required but the reconcilingitems will be maintained on SAP. The accounts will be open item managed.All Petty Cash Holders will use the standard SAP cash journal functionalityto manage and track petty cash posting.3.2 GlossaryTerminologySAPMeaningSoftware being used for business processes : System Application ProductsParkingPostingCash JournalCapturing /introducing a Journal, Invoice, Credit notes into the SAP systemApproval of Accounting DocumentsPetty Cash3.3 Post Go Live Support ProcessAny queries:Contact Telephone: 4000E-mail: ithelpdesk@saudiairlines.com.saLAN : http://ahd.sv.netFI_06 Bank Accounting Version 1 8


5: Practical ComponentThe following Unit will focus on exercises that will help you learn how to apply the SAP BankAccounting Business Tools to your Job.There are a series of exercises relating to Business Scenarios, with detailed instructions andnotes.If at anytime you have any questions, please feel free to stop the Trainer and ask questionsFI_06 Bank Accounting Version 1 9


5.1: Unit 1: Master data in Bank AccountingIn SAP, the bank master record is stored centrally in the Bank Directory. The Bank Directorymust contain the master data of all banks that you require for payment transactions with yourbusiness partners. This includes your banks and banks of your business partners (bothdomestic and foreign banks). Bank key master data is maintained at client level and samemaster data will be used by all company codes.It is recommended to control the maintenance of bank key master data by central functionrather than by individual company codes. The configuration is company code specificFI_06 Bank Accounting Version 1 10


5.1.1: Create Bank Master Data – FI01This is bank data that will be used in Saudia in processing outgoing and incoming payments.Treasury department will maintain bank accounts master on request from various Companycodes under Saudia1. To create Bank Master record, follow the menu path given below or use transactioncode FI01 :Accounting → Financial Accounting →Banks → Master Data →Bank MasterRecord →FI01-Create2. Update the following required and optional fields:Field Name Description ValuesBank Country Identifies the Country in which the bank is located Example: SABank Key bank number SABAxxBank Name Name Of Your Bank Trainee xxxStreetStreet where your bank is locatedStreet nameCity City where your bank is foundbranch name of the financial institutionJeddahBank BranchMain BranchBank Number This field contains the bank number or the bank code SABAxx3 Click on the address button and enter the address details of the bank.4 Click on the Enter button to confirm your entries and continue.5. Click on the Save button.6. Message will appear on the Status bar: Bank SA SABAxx was created.7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The system task is complete.FI_06 Bank Accounting Version 1 11


5.1.2: Change Bank Master Record – FI02This function can be used to make some changes to Bank master records. You are going tochange the bank number field by adding extra numbers to the bank number.1. To change a bank record master follow the Menu pathos use the transaction codeFI02:Accounting → Financial Accounting →Banks → Master Data →Bank MasterRecord →FI02-Change2. Update the following required and optional fields:Field Name Description ValuesBank Country Identifies the Country in which the bank is located Example: SABank Key bank number SABAxx3. Click on the Enter button to confirm your entries and continue.4. Change the bank number field by adding -01 after the bank number.5 Click on the Enter button to confirm your entries and continue.6. Click on the Save button.7. A message will appear on the status bar: Bank SA SABAxx was changed.8 Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The system task is complete.FI_06 Bank Accounting Version 1 12


5.1.3: Display Bank Master Record – FI03This function can be used to view Bank master record details1. To display bank master records follow the menu pathos use the transaction codeFI03:Accounting → Financial Accounting →Banks → Master Data →Bank MasterRecord →FI03-Display2. Update the following required and optional fields:Field Name Description ValuesBank Country Identifies the Country in which the bank is located Example: SABank Key bank number Example: SABA023. Click the Enter button to confirm your entries and continue4. Click on the address button and view the address details of the bank.5. Click on the Enter (Close) button.6. Click on the button to view changes made to Bank Master Record.7. Click once on any line items displayed then Click on the button.8. Changes will be displayed showing the changed fields and the values changed.9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The system task is complete.FI_06 Bank Accounting Version 1 13


5.2: Unit 2: Cash journal (Petty Cash Transactions)SAP provides a standard function for the management of petty cash referred to as the ‘CashJournal.Posting the journal will update the general ledger. The journal will be available forsubsequent display for future reference or audit purposes.• Cash journals are company code specificThe petty cash journal will take care of such small expenses for example postage expensesand the trainees will have the opportunity toFI_06 Bank Accounting Version 1 14


5.2.1: Recording a cash receipt - FBCJCash Journal allows you to post cash documents (like expenses, cash inflows etc.) in asimple way. Instead of typical accounting transactions for posting (e.g. FB50) you can usepre-defined business transactions. This function also allows you to print typical cash journaldocuments and cash report for a specified period.For every company code there can be defined different cash journals.1. To Record cash receipt in the Cash Journal follow the Menu path or use transactioncode FBCJ :Accounting → Financial Accounting → General Ledger → Posting → FBCJ -Cash Journal2. When you double click FBCJ - Cash Journal (if you are accessing it for the firsttime the system will prompt a small window, you need to enter company code 1100and your relevant code of cash journal 10xx)3. Click on the button to select the correct Journal type for thisposting4. Update the following required and optional fields:Field Name Description ValuesCompany code Code identifying a separate legal entity Example: 1100Cash journal Required cash journal ID Example : 10xx5. Click the Enter button to confirm your entries and continue.6. Click on the tab7. Update the following required and optional fields:Field Name Description ValuesBusiness transaction Transaction number Example : 1(Replenishment)Amount Amount to be reimbursed 10,000Reference: The cash request voucher reference details Trainee xxFI_06 Bank Accounting Version 1 15


Field Name Description ValuesProfit Center Relevant profit centre 110010Line Item Text Description of transaction Reimbursement8. Click on the Save button. The balance is now updated in the cashmanagement sub-ledger but no postings have been made to Financial Accounting.9. Click on the Post icon. Financial Accounting will be updated.10. The Financial Accounting document can be displayed via selection of thebutton.11. A sub screen below will be displayed double click on Document number 89000000xx.12. The accounting Document will be displayed.13. Click on the cancel button.14. Click on the Exit button or press Shift+F3 to return to the SAP Easy AccessThe system task is complete.FI_06 Bank Accounting Version 1 16


5.2.2: Enter an Expense Transaction-FBCJFor every Company code, cash journal transactions have been pre-defined: Expenses - type‘E”, in this exercise you will record expense transaction for a particular cash journal.Before performing the exercise, make sure that cashier has enough balance in thecash journal to incur expense.1. To enter an expense cash journal follow the Menu pathos use transaction codeFBCJ:Accounting → Financial Accounting →Banks → Out goings →- Cash JournalPosting → FBCJ2. Click on the Change Cash Journal button.3. Update the following required and optional fields;Field Name Description ValuesCompany code Code identifying a separate legal entity Example : 1100Cash journal Required cash journal ID Example : 10xx4. Click on the tab.5. Click the Enter button to confirm the entries6. Update the following required and optional fields:Field Name Description ValuesBusiness Transaction Transaction number 2 corresponds to ‘POSTAGE EXPENSES Example : 2Amount Amount 500G/L Account This is the GL account to which the expense will be coded. No need to enter systemwill default itautomaticallyCost center Cost center number 11111130Line Item Text Description of transaction Payment for PostageBahrainFI_06 Bank Accounting Version 1 17


7. Click on the Save button. The balance is now updated in the cashmanagement sub-ledger but no postings have been made to Financial Accounting.8. Click on the Post button. The Financial Accounting document can bedisplayed via selection of thefollow-on document button.Record the document number 8900000xxx9. Click on the cancel button.10. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access.The system task is complete.FI_06 Bank Accounting Version 1 18


5.2.3: Reverse Cash Journal -FBCJThe cash journals documents you’ve entered can be posted directly or only saved in thedatabase (and you can post them later).The saved documents can be deleted from the database. The posted documents can alsobe deleted, but in such case the system posts automatically a reversal document.In this exercise you need to reverse the expense transaction you’ve posted previously1. To reverse cash journal follow the Menu pathos Use transaction code FBCJ:Accounting → Financial Accounting → General Ledger → Posting → FBCJ - CashJournal2. Click on the Change Cash Journal button.15. Enter Company 1100 Code.16. Enter Cash Journal number or search for the cash journal number.5. Select the line item to be reversed6. Click Delete Row button.7. Click on the button.8. Update the following required and optional fields:Field Name Description ValuesReversal Reason Enter the reversal code for the transaction, this is thereason why and during which period the document isbeing reversed01FI_06 Bank Accounting Version 1 19


9. Click on the Enter (continue) buttonNote: An additional line item is displayed for the reversal with the DocumentStatus symbol, the original document also has this status10. Click Follow-on doc or double click on the line item you want toview.11. Double click on the12. The accounting Document will be displayed.13. Click on the back button.14. Click on the cancel button.15. Click on the Exit button or press Shift+F3 to return to the SAP Easy AccessThe system task is complete.FI_06 Bank Accounting Version 1 20


5.3 : Unit 3. Manual and Automatic Bank Statement Entry Process OverviewSAP provides functionality for the input of bank statements. A statement is entered for everyhouse bank/ account ID combination, either electronically or manually In the SAPenvironment bank statements should be entered daily.The benefits of the SAP bank statement input process are:• An electronic record of all bank statements is retained on-line.• The daily input of statements will result in the view presented by the FI-GL bankstatement accounts being as meaningful as possibleAt any time a specific bank statement can be displayed on screen. In this way SAUDIA willhave a complete audit trail of all statements entered.In this unit trainees will be taught how to capture the manual and electronic bank statementsand post process the captured statementsFI_06 Bank Accounting Version 1 21


5.3.1: Manual bank statement processingThis transaction (Manual Bank Statement Entry - FF67) allows the user to enter bankstatements manually to SAP. Statement entry is usually a two-step processFirst, enter the account line items into SAP. The row format for entering individualtransactions can be varied via the selection of alternative variants . SAP check datainput consistency.The second step is to post the line items.Before capturing the bank statement the following steps are necessary: Have a BankStatement and verify all the entries before capturing and errors should be corrected beforecapturing the statement on the SAP system.1. To enter a manual bank statement, choose the following menu path or usetransaction code FF67:Accounting → Financial Accounting → Banks → Incoming → Bank Statement→ FF67 -- Manual EntryA specification screen must pop up it is your first time to process a manual bankstatementIf the specification screen did not pop up and it is the first time to log in the Bankreconciliation screen, the following menu path may be used in the same backgroundscreen: Setting-> Specifications2. Update the following required and optional fields.Field Name Description ValuesInt. Bank Determin.Control whether the bank account is determined using theinternal IDStart Variant The variant name used to start the recording process Z0001Cust. Matchcode ID.Processing TypeTransfer Value DateCustomer match code used in searching for customer inmemo record processing.Use this field to control whether postings via batch input arecarried out online or as a background job. 4If you select this field, then the system transfers the value date Xwhen posting the documents in Financial Accounting.XDFI_06 Bank Accounting Version 1 22


3. Click the Enter button to confirm the entries.4. Update the following required and optional fields if it’s the first time, if not please fillin the first 3 fields onlyField NameValuesCompany Code 1100House BankSA001Account IDCA01Statement NumberShown on StatementStatement DateShown on StatementPosting DateToday’s DateOpening BalanceAmountClosing BalanceamountControl ChecksThe SAP system performs a number of checks prior to the user being able toprocess beyond this point the checks include:1) The statement number must not have been already entered and must besequential if the last statement number is not known the system can assign it foryou2) The opening balance must correspond to the closing balance of the previousstatement.3) The bank Key and bank account specified must correspond to a valid housebank/bank account6. Click on the button from the initial screen will provide an overview ofall statements.7. Select the Bank account for which the reconciliation is to be done, choose youaccount by double clicking on it.8. Click on the button.9. Note: that the Statement number, Statement date and Beginning balance willautomatically default Check the Closing Bank Statement balance and enter it in theEnding balance field. This balance is the one reflected on the bank statement.FI_06 Bank Accounting Version 1 23


10. Click the Enter button11. Update the following required and optional fields.Field NameBank Posting Date (BkPostDate)Bank referenceTransaction Code 25Value dateBank Posting Date (BkPostDate)Bank referenceTransaction Code 24Value dateAmountValuesDate on which the item was posted at the bankCheque number if transaction is cheque relatedToday’s dateDate on which the item was posted at the bankToday’s datexxxxNote: The amounts for checks or payments out will entered with a minus(payment)The amounts for deposits or incoming payments will be entered as they are(Receipt)12. The total value of the items input appears at the bottom of the screen amount enteredequals the amount on bank statement field.13. Click on the Save button. The bank statement is now saved. The user isreturned to the initial parameters screen.14. To post bank statement number xx Select bank Statement Post IndividualStatementFI_06 Bank Accounting Version 1 24


15. The below screen will be displayed.Note: Note that the number of postings made will be indicated either under the FB01or FB05 column. If there are any errors in posting, they will be shown in the Errorscolumn. If there are deposits, the postings will be indicated in the FB01 column.16. You can run the General ledger display line items reports S_ALR_87012282 to viewthe posting created by the bank reconciliation and view the cheque register:transaction code FCHN to check on cashed cheques17. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The system task is complete.FI_06 Bank Accounting Version 1 25


5.3.2: Import an electronic Bank Statement -FF_5This transaction is used to import an electronic bank statement file into SAP. The file formatin this example is MT940. To import the file into the SAP system it must be in a format that isaccepted by the system.1. To import an electronic bank statement, choose the following menu path or usetransaction code FF_5:Accounting Financial Accounting Banks Incoming BankStatement FF_5- Import2. Update the following required and optional fields.File specifications:Field Name Description ValuesImport data Check the box xElect. Bankstatement formatStatement fileI SWIFT MT940 international format (field 86unstructured)I SWIFT MT940 internationalformat (field 86 unstructured)Specify the file location.Workstation uploadPosting ParametersIn this example the file is being uploaded from thedesktopCheck the boxXAssign value dateThis selection will result in the value date beingpassed to FIX3. Click on the Execute button. The bank statement will be imported.Note: In the event that the statement has already been imported the message will bepopup by the system.4. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen..The system task is complete.FI_06 Bank Accounting Version 1 26


5.3.3: Re- Process Bank StatementThis transaction is used to re-process a bank statement and gives the user the ability tochange the configured behavior of the system during the posting process. This could beachieved by executing the post transaction via batch but often users will not have access tobatch processing (transaction SM35).1. To post an electronic bank statement, choose the following menu path or usetransaction code FEBA_BANK_STATEMENT:Accounting Financial AccountingBanks Incoming Bank Statement FEBA_BANK_STATEMENT- Re-processHeader data:Field NameValuesCompany Code 1100House bank IDBank account IDStatement numberSA001CA01xx2. Click on the Execute button.3. Position the cursor on the record for which posting has not been executed forexample4. Set the posting mode to ‘In Foreground’: Go to Edit Posting Mode InForeground5. Select ‘post’:The user can go step by step through each posting screen – changing the input ifrequired. Once posting is complete the red light will turn to green.6. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The system task is complete.FI_06 Bank Accounting Version 1 27


5.3.4: Displaying the Cheque Register - FCHNYou can use this transaction to view a list of cashed checks; this report is updated by thebank reconciliation process1. To display a check register follow the menu path or use transaction code FCHN:Accounting → Financial Accounting → Accounts Payable → EnvironmentCheck information → Display → FCHN – Check Register.→2. Enter 1100 in the Paying Company Code field.3. Enter SA001 in the House Bank Field.4. Enter CA01 in the Account ID (Account Identification).5. Select Radio button if you want to view a check listing only or SelectRadiobutton if you want to view a check listing which includes thelist of documents that make up the payment.6. Click on the Execute button.7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The lesson is complete.FI_06 Bank Accounting Version 1 28


5.3.5: Display Electronic or Manual Statement-FF_6This transaction is used to display an electronic or manual bank statement. The bankstatement must exist.1. To display a bank statement, choose the following menu path use transaction codeFF_6:Accounting Financial Accounting Banks Incoming Bank StatementFF_6- Display2. Select Program Title: Print Bank Statement3. Update the following required optional fields.Field Name Description ValuesApplication ‘0001’ is for bank statement display. 0001Company Code 1100House bank IDSA001Bank account IDCA014. Click on the Execute button. The bank statement/s conforming to the specifiedselection parameters will be displayed.5. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.The system task is complete.FI_06 Bank Accounting Version 1 29

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