Creating Actual Documents

Use

You can enter a document for:

  • Local company codes

When you enter a document for a local company code, the document is posted to all local ledgers to which the local company code and activity are assigned. If a document is entered for a local company and the local company code is assigned to a global company code, the document posts to both a local ledger and a global ledger.

  • Global companies

When you enter a document for a global company code, the document is posted to all global ledgers to which the global company code and activity are assigned.

Note Note

Documents can also be entered from other SAP application components. This section only describes document entry directly in FI-SL. For more information about using the document entry transactions from other applications, refer to the documentation of those application components.

You cannot post to standard ledgers (for example, the FI General Ledger) using this transaction.

End of the note.

For more information about entering plan documents, see Entering Planning Data .

For more information about entering documents for allocations (assessment/distribution), see Creating Allocation Cycles .

Procedure

You can use an existing document as a reference when posting a document. To do this, choose Post with reference .

To enter a document for a company code or global company, proceed as follows:

  1. Choose Start of the navigation path Accounting Next navigation step Financial accounting Next navigation step Special Purpose Ledger Next navigation step , Next navigation step Actual posting Next navigation step Local documents Next navigation step or Next navigation step Global documents Next navigation step Enter Next navigation step . End of the navigation path

  2. The Enter FI-SL Document: Initial Screen appears.

  3. Enter the following information:

  4. – Company code or global company for which you want to enter a document

    – Document type

    – FI-SL version for which you want to create the document

    You can now use different versions for certain CO data. For data that is posted from FI, SD, and MM, you can only use version 1.

    You can maintain multiple FI-SL versions.

    For more information about adding or changing FI-SL versions, in the Special Purpose Ledger Implementation Guide (IMG) see the Maintain Actual Versions (Actual Posting) activity.

    – Table name of the document you want to create.

    You can also create documents using user table GLU1. This table allows you to update multiple tables with different fields.

    – A document number if you want to manually assign a document number for the posting.

    If you do not enter a document number, the system automatically assigns the document number from the number range assigned to the company code/global company per document type.

  5. Enter the following data for the date and period:

  6. – Posting date

    Enter the posting date. The default value is the current date. To post to a special period, the posting date must lie in the last normal period of the fiscal year.

    If you post a local or global document for the previous fiscal year and the balance carry forward indicator is set in the ledger master data, the system automatically carries forward the balance to the new fiscal year (as of release 3.0E).

    – Date that the system should use for translating the transaction currency.

    The default value is the current date.

    – Special period or carry-forward period (period 0) to which the document should post, if desired

    To post to a special period, the posting date must lie in the last normal period of the fiscal year. To post to the carry-forward period (period 0), the posting date must occur in the first period of the fiscal year.

    When posting local documents, the system checks the fiscal year variant of the local company code to which you are posting to determine if a posting period is open.

    When posting global documents, the system checks the fiscal year variant of the local company code assigned to the global company to which you are posting to determine if a posting period is open.

    For more information about defining and opening posting periods, in the Special Purpose Ledger Implementation Guide (IMG), see the Posting Periods activity .

  7. Enter the following for currency and unit of measure:

  8. – Currency key that matches the transaction currency

    – Currency key that matches the additional currency

    If you enter an additional currency key, the additional currency amount that you later enter for the document line is used only for ledgers that have the additional currency key that you enter in this field.

    The document type determines which currency fields appear. For example, if the document type is not set for an additional currency, then the Additional currency field does not appear. For more information on document types, see Document Types and Number Assignment .

    – A base unit of measure, if desired

    – An additional unit of measure, if desired

  9. Enter a ledger for master record validation, if required.

  10. The ledger that you enter determines which chart of accounts is used for validating the master records (in particular, the dimension "Account"). The chart of accounts is defined at the ledger/company code or ledger/global company level. If you do not enter a ledger, the system uses the chart of accounts of the local company code or the local company code assigned to the global company.

  11. If you assigned more than one ledger in Customizing, but only want this posting to update one of the ledgers, you can enter a specific ledger by choosing Enter target ledger .

  12. The target ledger you enter must be assigned to a company code/activity or global company/activity combination in Customizing.

  13. Choose Initial screen .

  14. The Enter FI-SL Document: Item Screen appears.

  15. Enter the line item information.

  16. For a credit amount, you must enter a minus sign (-) after the amount.

    To enter the credit amount 500.00, you enter 500.00-.

    If you do not enter a local or additional currency for the transaction currency, the system automatically calculates the amounts using the value that appears in the TCurrency field. You can change the value in this field as needed.

    If you want to make statistical entries involving only quantities, you can enter quantity values without entering currency amounts.

    The fields that appear under Account assignment depend on the dimensions defined in the user table you entered in the Enter FI-SL Document: Initial Screen . The values you enter determine how a document is stored in the summary table. You must make an entry in at least one of the Account assignment fields.

    You can also enter a description for the line item, if desired.

  17. You can use the following additional functions in the Enter FI-SL Document: Item Screen .

  18. Additional Processing Functions (Enter FI-SL Document: Item Screen)

    Choose

    Function

    Start of the navigation path Edit Next navigation step Enter new line item End of the navigation path

    Enter the next line item.

    Start of the navigation path Edit Next navigation step Delete document line End of the navigation path

    Delete a line item

    Start of the navigation path Edit Next navigation step Hold/release kp line End of the navigation path

    Hold a dimension value (for example, a specific account number) so that the value appears for a dimension each time you add a document line. If the dimension value is already held, you can also use this function to release the value so that it does not appear when you add a document line.

    Start of the navigation path Goto Next navigation step Previous document line End of the navigation path

    Access the previous document line.

    Start of the navigation path Goto Next navigation step Next document line End of the navigation path

    Access the next document line.

    Start of the navigation path Environment Next navigation step DispLocalActDocument End of the navigation path

    Display a local document that contains actual data.

    Start of the navigation path Environment Next navigation step DispGlobalActDocument End of the navigation path

    Display a global document that contains actual data.

    Start of the navigation path Environment Next navigation step Display plan docmnt End of the navigation path

    Display a document containing plan data.

    You cannot delete or change a document after it has been posted. Therefore, you should review your documents and make any corrections before making postings. If you post a document that is incorrect, you can reverse the document. For more information, see Reversing Actual Documents .

  19. Once you have entered all line items for the document, choose Start of the navigation path FI-SL document Next navigation step Post End of the navigation path .