Document Types and Number Assignment (SAP Library

Document Types and Number Assignment

Use

When you enter a document, you must also enter a document type, which determines whether the document's number assignment is external (user-defined) or internal (system-defined).

Features

Document Types

The document type groups together documents that are processed in the same way. In the FI-SL System, document types determine whether the document is stored as plan or actual data. The FI-SL System is delivered with two document types:

A0: Document entry with actual data

P0: Document entry with plan data
In the FI-SL system, the document type determines which currency fields appear on the document entry screens.

You can maintain the delivered document types and create new ones in Customizing for Special Purpose Ledger. For more information about defining document types, see the Maintain Valid Document Types activity (Actual Posting) in the Implementation Guide (IMG) for Special Purpose Ledger.

Activities

When you define the currency fields for the document type, you define:

The currency type for the document type (transaction, second, and/or third currency)
How currency types are posted for the document type (for example, if the transaction currency type is not defined for the document type, you can enter an = sign from transaction to local currency, so that transaction currency is posted in the same currency as the local currency).
Which currency types can be posted to the database for the document type.

Whether or not the document has to balance.

How the document number is assigned.

Example

If you select a document type that requires you to enter a document number and requires that a document must balance, then you must enter a valid document number, and the document must balance. The entries you make are valid only if they conform to the document type.

Data that you can enter into the FI-SL System is:

Actual: Entering an Actual Document explains how to enter actual data into the FI-SL System.

Plan: Entering Planned Values explains how to enter plan data in the FI-SL System.

Actual and plan assessments

Actual and plan distributions

Document Number Assignment

The document type determines how document numbers are assigned. During your system installation, each document type was assigned to a number range code. For each number range code and its related document type, you can define whether document numbers are assigned by the system or entered by the user. You can also define the valid document number interval.

Example

For the document type A0 , you can define that the valid document interval must be between 500000 and 600000 , and that the document number must be entered manually.

Activities

You can assign more than one document type to the same number range code.

Example

Both system-defined and user-defined document numbers must be valid. A valid number is one that is not yet used and lies within the valid document number interval. When a document number is assigned by the system, valid numbers are assigned sequentially. If a document number is entered manually, it must be a valid number but does not need to be entered sequentially.

When you define number intervals for local and global ledgers, you define intervals for a specific local/global company. You can also define number intervals for a specific year(s).

Note

We recommend that you use a number range for the document number that is independent from the year. For example, you must use a year-independent number range if you are using a fiscal year variant that starts in the middle of a year.

For more information about assigning number intervals to local and global companies, see the Number Ranges activity (Actual Posting) in the Implementation Guide (IMG) for Special Purpose Ledger.