FB02 GL Document Change

FB02 - GL Document Change

Functionality

Sometimes you need to change an already posted document. Typical examples are fields like Text (a document description) or Assignment. Of course you cannot change the line items amounts! For this you need to post a reversal.

Scenario

Certain transactions, especially from logistics, lack certain information. We need to add more information. You need to add more information to the automatically created financial documents, e.g. Text field, via document change.

Requirements

A posted document.

Menu Path	Accounting ® Financial Accounting ® General Ledger ® Document ® FB02 – Change
Transaction Code	FB02

1.       Double click on FB02 – Change

Change Document: Initial Screen

2.       Update the following fields:

Field Name	Field Description	Values
Document number	Enter here a number of the document you want to change	Example:  150000002
Company code	Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes	Example:  5200
Fiscal year	Number of the fiscal year	Example:  2002

Tip: If you don't know  the document number, click List  button. The system will display a search screen. Enter the required criteria and search for the document you want to change.

3.       Click Enter Button . The system will display a document overview:

Change Document: Overview

4.       To change a line item, simply double click on it:

Change Document: Line Item 001

5.       The fields you can change are displayed in red. You can change the contents of the following fields:

Field Name	Field Description	Values
Assignment	The assignment number is an additional information reference.	Example:  bank doc #
Text	Additional document description	Example:  you can add here additional description

6.       On the same screen you can change also some fields in the doc. header. Click  Document  Header Button .

Document Header: 5200 Company Code

7.       Update the following fields:

Field Name	Field Description	Values
Doc.header text	Explanation or note that applies to the document	Example:  add doc. header
Reference	Explanation or note that applies to the document	Example:  and reference

8.       Click Enter Button  to confirm your entries.

9.       Click Next Line Button  to switch to the next line item. Here you can also apply some changes:

Change Document: Line Item 002

10.     Update the following fields:

Field Name	Field Description	Values
Assignment	Note that applies to the document	Example:  another line

11.     Click  Enter.  

12.     To store your changes in the document, click Save .

13.     The message bar displays “Changes have been saved”.

FI--GL Entry posting

FB50 - Post GL Document

Functionality

This is an SAP Enjoy transaction used to post GL documents. Using this transaction you can also post so-called cross-company code documents. For instance, if you want to post an entry that includes data relevant for company code 1000 to 5200:

a)    In the document header enter company code 1000

b)    In the relevant line item put code 5200, amount and other relevant data,

c)    In another line make posting for company code 1000.

In order to balance debit and credit the system will automatically generate two other line items to post to the clearing accounts in each of company codes.

Scenario

A user wants to post a GL document, using transaction FB50 (direct posting). Examples of this are journal entries.

Requirements

None

Menu Path	Accounting ® Financial Accounting ® General Ledger ® Document Entry ® FB50 - Enter G/L Account Document
Transaction Code	FB50

1.       Double click on FB50 - Enter G/L Account Document.

Enter G/L account document: Company code 1000

2.       Update the following fields:

Field Name	Field Description	Values
Doc. date	Date of the document	Example:  040602
Currncy	Document currency	Example:  USD
Reference	Document description	Example:  refer
G/L acct	GL Account number	Example:  114000
D/C	Code identifying whether line item is a debit or a credit	Example:  Debit
Amount doc.curr.	Amount to be posted for the line item	Example:  1200
G/L acct	GL Account number	Example:  119702
D/C	Code identifying whether line item is a debit or a credit	Example:  Credi
Amount doc.curr.	Amount to be posted for the line item	Example:  *

3.       Click Enter .

Note: If you select an expense account, a cost object should be entered (cost center, profit center or internal order).

4.       You can simulate document before posting. To do so, click Simulate Button .

Document Overview

6.       To post the document, click Save Button...

7.       The message bar displays “Document number XXXXx has been posted in company code 5200”