Defining Document Structure

Objective

After completing this lesson, you will be able to explain the document structure

Document Structure

A table lists document types with descriptions and corresponding number ranges.

Each document type is identified by a two-digit abbreviation and a description. It classifies the document (receivable, payment).

Each document type can be used for manual postings (cash desk) or mass processing (payment run).

Each document type is allocated to a number range to determine the document number intervals. The number range also determines whether document numbers are assigned internally or externally.

Document number ranges are specified depending on the volume of the processes.

Flowchart shows document types 01 Cash Desk and YH Payment Run, each with their respective number ranges and extensions.

In addition to the document number ranges for manual postings, additional number ranges must be defined for business transactions that result from parallel mass processing (invoicing, payment run).

The key for the mass processing number range must begin with a letter. Since parallel mass background processes obtain their document numbers from these number range intervals, they must be defined based on the expected data volume and the number of parallel background processes.

If individual postings of a certain category are frequently executed online (cash desk) and if all postings are executed with the same document type, users may have to wait because all users access the same number range when document numbers are assigned. To reduce or avoid this waiting period, you can allocate multiple number ranges for individual postings to a document type.

Diagram depicting the relationship between a header document and its associated business partner and general ledger items, including key attributes such as document number, posting date, and amounts.

The document header contains general data such as document number, document type, document date, posting date, currency, and reconciliation key.

Data about the person making entries and the origin is stored in the document header as well.

Data relevant for posting is stored in the business partner items. This includes the business partner and/or the contract account number, the FI-GL receivables account (balance sheet), the receivables amount, the due date, the clearing information, and much more data.

Data relevant for the offsetting posting is stored in the general ledger items. This includes the FI-GL revenue account (profit and loss statement), the tax account (balance sheet) and the tax key.

Offsetting items and tax lines are created automatically, so only the data of the business partner items must be entered by the user.

You can use transaction FS00 to display the master data records of the FI-GL accounts (receivables, revenue, tax).

Flowchart detailing document processing, including sections for header, repetition items, business partner items, and general ledger items with directional arrows indicating relationships. Information such as document number, posting date, due date, and amounts are included.

The repetition document is used in installment plans, where the receivable typically consists of many of the same line items that differ only in their due dates.

The repetition item is a fictitious line item in a repetition document, composed of the data of the sample record of an item and the repetition details.

The repetition item of the installment plan is posted statistically, as it refers to a source receivable which is originally posted as a real item.

Diagram illustrating the flow of a transaction from source receivable to bank offsetting item. The document shows details of business partner item, general ledger item, payment, and corresponding document numbers highlighted in red.

The clearing document, which can be posted for example during incoming payment, consists only of a document header and the offsetting item.

The following information is stored in the offsetting item:

  • The payment amount
  • The FI-GL bank account
  • Information on the cleared document

The document number of the clearing document, the clearing date, and the clearing amount are stored in the business partner item of the cleared document.

This means that both documents are linked as long as the clearing exists. The payment does not maintain a business partner item because all information on the business partner item can be viewed in the linked receivables document.

If clearing is reversed, the connection between the clearing document and the receivable is deleted and the payment document receives a new business partner item with all posting information.

The clearing information is stored in the clearing history of the payment document even if clearing is reversed.

Diagram showing the details of a source receivable, business partner item, payment, offsetting item, and bank offsetting item. The document numbers are highlighted and flow is indicated by arrows.

If the payment results only in partial clearing, the item in the source document is split into an open subitem and a cleared subitem, where the clearing information (payment amount and document number) is stored.

A financial diagram shows the process of clearing items from the general ledger and contract account, reducing amounts through incremental clearings. Each step is annotated with business process items, subitems, and amounts before and after the clearings (before clearings 100, after first clearing 60, and after second clearing 10).

A diagram explains the differences between posting real and statistical items in FI-CA.

Post as real Item is when A real item is transferred to the general ledger. A real item is included in all processes relevant for general ledger. Post as statistical Item is when a statistical item is not transferred to the general ledger. A statistical item is relevant for dunning and interest calculation. A statistical item can be paid or cleared. In this case, it would then be transferred to the general ledger.

A diagram explains the differences between posting real and statistical items in FI-CA. Post as real Item is when A real item is transferred to the general ledger. A real item is included in all processes relevant for general ledger. Post as statistical Item is when a statistical item is not transferred to the general ledger. A statistical item is relevant for dunning and interest calculation. A statistical item can be paid or cleared. In this case, it would then be transferred to the general ledger.

Statistical postings make it easier to deal with uncertain receivables, since these postings are not transferred to the general ledger and, as a result, are easier to reverse if they are not paid. Typical examples include dunning charges or installment plan items because the underlying source receivables have already been posted in the general ledger.

Details for Statistical Receivable and Statistical Business Partner Items, highlighting that there are only Business Partner Items via a yellow arrow and note. The Statistical Receivable section has document and currency details, while the Statistical Business Partner Items section lists a transaction with an amount of 10.00.

Statistical documents are comprised of only a document header and business partner items.

Statistical documents are not forwarded to the general ledger.

A financial transaction diagram showing the Document Structure Payment for Statistical Receivable.

When statistical items are cleared, for example by a payment, the clearing information is stored in the statistical document. A real business partner item (relevant for the general ledger) is created simultaneously in the payment document and cleared immediately.

You can use posting area 1010 to determine the main and sub transaction of the automatically generated real item.

Revenue and tax lines are added to the offsetting item.

Post Documents

ExerciseStart Exercise

Business Example

Documents are usually created automatically.

Documents can also be created manually in special cases.

Note

In this exercise, the value ## should be replaced with your group number.

Preparation

The trainer should call transaction FQC0.

The trainer should delete all entries of posting area 2627.

Task 1: Post Receivables

Steps

  1. Start the SAP Fiori Post Document app (transaction FPE1).

    1. Choose the Document tile group.

    2. Choose the Post Document tile.

  2. Post a receivable of EUR 200 to business partner ac240-##a using the following data:

    Initial Data

    FieldValue
    Document Datecurrent date
    Posting Datecurrent date
    Reconciliation Keyproposed by the system
    Company Code1010
    CurrencyEUR
    Document TypeYM General
    Clearing Reason12 Debit Entry Creation
    TaxesCalculate Automatically

    BP Item Data

    FieldValue
    Contract Accountac240-##a
    Main Transaction6000 Other Receivables/Credit
    Sub Transaction0010 Other Receivables
    Amount200

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose BP Item.

    3. In the Checking dialog box, choose Yes.

    4. In the Information dialog box, choose Continue.

    5. In the Business Partner Items table, enter the values from the BP Item Data table.

    6. Select Enter.

      The net due date is calculated automatically.

    7. Double-click item 1.

      The G/L account 12100006 Receivables is displayed.

    8. Choose Propose G/L Item.

    9. In the Information dialog box, choose Continue.

      The G/L account 41000000 Revenue Domestic is displayed.

      The tax code and tax amount are displayed.

    10. Choose Post.

    11. Note the document number.

    12. Do not choose Back.

  3. Post a receivable of EUR 400 to business partner ac240-##a using the following data:

    Initial Data

    FieldValue
    Document Datecurrent date
    Posting Datecurrent date
    Reconciliation Keyproposed by the system
    Document TypeYM General
    Clearing Reason12 Debit Entry Creation

    BP Item Data

    FieldValue
    Contract Accountac240-##a
    Main Transaction6000 Other Receivables/Credit
    Sub Transaction0010 Other Receivables
    Amount400

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose BP Item.

    3. In the Business Partner Items table, enter the values from the BP Item Data table.

    4. Choose Post.

    5. Note the document number.

    6. Choose Back.

  4. Start the SAP Fiori Display Document app (transaction FPE3).

    1. Choose the Document tile group.

    2. Choose the Display Document tile.

  5. Display one of the receivables documents that you previously created.

    1. On the initial screen, the document of EUR 400 is displayed.

    2. Select Enter.

      You access the Document Overview screen.

  6. Check and explain the net due date using F1.

    1. In the Summarized Business Partner Items table, the net due date is displayed.

      The net due date is determined using the payment terms in the contract account.

      The net due date controls, for example, the automatic creation of dunning notices.

    2. Do not choose Back.

  7. Check and explain the most important header data using F1 and F4.

    1. Choose Menu → Goto → Document Header.

      You access the Document Header screen.

      The document type is YM General.

      The document type is determined using posting area 1070 (transaction FQC0).

      The document type controls the number range of the document.

      The document origin is 01 Manual Posting.

      The document origin is a fixed value.

      The document origin is used for internal control.

      The reconciliation key is composed of year, month, day and process.

      The reconciliation key is determined using event 1113 (transaction FQEVENTS).

      The reconciliation key controls the transfer of FI-CA documents to general ledger.

    2. Choose Back twice.

  8. Start the SAP Fiori Display Account Balance app (transaction FPL9).

    1. Choose the Information tile group.

    2. Choose the Display Account Balance tile.

  9. Display the account of business partner ac240-##a using the following data:

    Initial Data

    FieldValue
    Business Partnerac240-##a
    List TypeALLES All Items
    Line Layout013 Line Item Display

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose Continue to check the basic list.

      The two items with the amounts of EUR 200 and 400 are displayed (yellow light).

  10. Get a detailed view of one of the documents that you previously created.

    1. In the basic list, double-click the amount of EUR 200.

      You access the Document Item screen.

    2. Choose Menu → Goto → Overview.

      You access the Document Overview screen.

    3. In the Summarized Business Partner Items table, double-click the amount.

      You access the Document Item screen again.

    4. Check the details in all tabs of the receivables item.

    5. Choose Back.

    6. In the Summarized G/L Items table, double-click the revenue amount.

      You access the Document G/L Item screen (revenue item).

    7. Check the details in all tabs of the revenue item.

    8. Choose Back.

    9. In the Summarized G/L Items table, double-click the tax amount.

      You access the Document G/L Item screen (tax item).

    10. Check the details in all tabs of the tax item.

    11. Choose Back four times.

Task 2: Post a Partial Payment to Clear an Open Receivable

Steps

  1. Start the SAP Fiori Post Document app (transaction FPE1).

    1. Choose the Document tile group.

    2. Choose the Post Document tile.

  2. Post a payment of EUR 350 to clear the receivable of EUR 400 using the following data:

    Initial Data

    FieldValue
    Document Datecurrent date
    Posting Datecurrent date
    Reconciliation Keyproposed by the system
    Document TypeYG Payment Lot
    Clearing Reason01 Incoming Payment

    G/L Item Data

    FieldValue
    Company Code1010
    G/L Account11100025 Bank Incoming Payment
    Amount350

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose G/L Item.

    3. In the G/L Account Items table, enter the values from the G/L Item Data table.

    4. Choose Process Open Items.

    5. In the Business Partner selection field, enter ac240-##a.

    6. Choose Continue.

      You access the Post Document: Process Open Items screen.

    7. In the Gross Amount column, double-click all other amounts except EUR 400.

    8. In the Gross Clearing column, double-click the remaining amount of EUR 400.

      In the Processing Status area, the status is green and the difference is 0.

    9. Choose Post.

    10. Note the document number.

    11. Chose Back.

  3. Start the SAP Fiori Display Account Balance app (transaction FPL9).

    1. Choose the Information tile group.

    2. Choose the Display Account Balance tile.

  4. Display the account of business partner ac240-##a with the cleared and open portion of the receivable item using the following data:

    Initial Data

    FieldValue
    Business Partnerac240-##a
    List TypeALLES All Items
    Line Layout0C1 Clearing Information

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose Continue to check the basic list.

      The partially cleared item 6000/0010 is displayed (green and yellow light).

      The clearing item 0600/0010 is displayed (no light) and linked.

    3. Double-click the cleared item with the green light.

      You access the Document Item screen.

      The cleared portion is displayed: sub item 1.

    4. Choose Clearing Data in the lower part of the screen.

    5. Double-click the clearing document number.

      You access the Document Overview screen.

    6. Check the details of the clearing document.

    7. Choose Back to navigate back to the cleared item.

    8. In the Navigation area, choose Previous Sub Item to display the open portion.

      The open portion is displayed: sub item 0.

      There is no clearing information in the lower part of the screen.

    9. Choose Back three times.

Task 3: Post and Clear a Statistical Receivable

Steps

  1. Start the SAP Fiori Post Document app (transaction FPE1).

    1. Choose the Document tile group

    2. Choose the Post Document tile.

  2. Post a charge of EUR 10 to business partner ac240-##a using the following data:

    Initial Data

    FieldValue
    Document Datecurrent date
    Posting Datecurrent date
    Reconciliation Keyproposed by the system
    Document TypeYN Charges
    Clearing Reason12 Debit Entry Creation

    BP Item Data

    FieldValue
    Contract Accountac240-##a
    Main Transaction0010 Charges
    Sub Transaction0010 Statistical Dunning Charges
    Amount10

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose BP Item.

    3. In the Business Partner Items table, enter the values from the BP Item Data table.

    4. Choose Propose G/L Item.

      The information No G/L account items could be proposed is displayed.

    5. Choose Post.

    6. Note the document number.

    7. Do not choose Back.

  3. Post a payment of EUR 10 to clear the charge of EUR 10 using the following data:

    Initial Data

    FieldValue
    Document Datecurrent date
    Posting Datecurrent date
    Reconciliation Keyproposed by the system
    Document TypeYG Payment Lot
    Clearing Reason01 Incoming Payment

    G/L Item Data

    FieldValue
    Company Code1010
    G/L Account11100025 Bank Incoming Payment
    Amount10

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose G/L Item.

    3. In the G/L Account Items table, enter the values from the G/L Item Data table.

    4. Choose Process Open Items.

    5. In the Business Partner selection field, enter ac240-##a.

    6. Choose Continue.

      You access the Post Document: Process Open Items screen.

    7. In the Gross Amount column, double-click all other amounts except EUR 10.

      In the Processing Status area, the status is green and the difference is 0.

    8. Choose Post.

    9. Note the document number.

    10. Choose Back.

  4. Start the SAP Fiori Display Account Balance app (transaction FPL9).

    1. Choose the Information tile group.

    2. Choose the Display Account Balance tile.

  5. Display the account of business partner ac240-##a using the following data:

    Initial Data

    FieldValue
    Business Partnerac240-##a
    List TypeALLES All Items
    Line Layout0C1 Clearing Information

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose Continue to check the basic list.

      The statistical item 0010/0010 is cleared and the clearing document is linked.

      The new real item 0010/0020 was created and cleared simultaneously in one step.

      The clearing item 0600/0010 is displayed (no light) and linked to the cleared items.

    3. Double-click the clearing item.

      You access the Document Overview screen.

    4. Check the details of the clearing document.

    5. Choose Back three times.

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