Entering Document Headers (SAP Library - FI Accounts Receivable and Accounts Payable)

Entering Document Headers

Use

The document header contains data that applies to the entire document. To enter a document, you must first enter the document header.

Procedure

From the SAP Easy Access screen, choose Accounting → Financial accounting → General ledger → Document entry → Others → General posting.

To enter a document in Accounts Receivable or Accounts Payable, from the SAP Easy Access screen choose Accounting → Financial accounting → Accounts receivable/Accounts payable → Document entry → Other → Invoice - general/Credit memo - general or another business transaction.

Enter the data required on the Enter G/L Account Posting: Header Data screen. Depending on your settings in Customizing, the following entries are required:

Document date

The document date is the date the business transaction (such as a transfer posting, or the issue date of an invoice or payment) took place. The document date can be different from the posting date, which is the date that G/L account balances or the customer/vendor balances are updated.

Document type

For some document types, you also have to make entries in the fields Reference and Document header text.

Document number

Depending on the document type, document numbers are either internally assigned by the system or entered by you externally.

Company code

The system defaults this company code in all subsequent documents you enter that day.

Posting date

The system automatically defaults the current date as the document date. When you post the document however, you can enter any other date (past or future) from a permitted posting period. The posting date can be different to the document entry date and the document date (date the original document was created).

The posting date determines the posting period.

Period

The periods that are permitted for posting are determined by your system configuration. You can also post to periods in a previous fiscal year. If you do this, the carry forward balance for the current year is automatically corrected in special periods.

Currency/Exchange rate

When you enter the first document of the day, you must enter a currency key. The system defaults this currency key in all subsequent documents entered on that day.

You have the following options when entering an exchange rate in a document header:

Enter the currency key. The system automatically transfers the exchange rate valid on the posting date. The exchange rate must be defined in the system.

Enter the currency key and the translation date required. The system transfers the exchange rate valid on the translation date. The exchange rate must be defined in the system.

Enter the currency key and the exchange rate manually in the document header.

Trading partner business area

This entry is then defaulted in each G/L account item that is not generated automatically. It can however be overwritten if required.

Other document header fields

Doc.header text

The document header text contains explanations or notes that are applicable to the whole document, not just specific document line items.

Reference number

The reference number could be the number of an invoice, for example.

Cross-company code no.

Either you enter the number of a cross-company code document manually, or it is determined by the system.

Note

In the document header you can edit the following fields:

Reference
Doc.header text
Cross-company code no.
Trading partner business area