FI Automatic Procedures
`The following Help Topics are available:
`
`~ .......
`........... L; .........................................
`For Help on Help, Press F1
`Version
`
`SAP-00003415
`
`

`

`Version
`Prepared for R/3 Release 2.2.
`August 1994
`
`SAP-00003416
`
`

`

`Copyrights
`
`@1994 SAP AG. All rights reserved.
`Neither this documentation nor any part of it may be copied or reproduced in any form or by any
`means or translated into another language, without the prior consent of SAP AG.
`SAP AG makes no warranties or representations with respect to the content hereof and specifically
`disclaims any implied warranties of merchantability or fitness for any particular purpose. SAP AG
`assumes no responsibility for any errors that may appear in this document. The information
`contained in this document is subject to change without notice. SAP AG reserves the right to
`make any such changes without obligation to notify any person of such revision or changes. SAP
`AG makes no commitment to keep the information contained herein up to date.
`
`SAP-00003417
`
`

`

`Data Transfer
`
`This section describes how you use batch input in the FI system and which precautions you need to
`take to do this. Batch input is the standard method for transferring data automatically into the SAP
`system from a non-SAP system. You can find general information on batch input in the SAP Basis
`documentation.
`You can transfer data into the SAP system either when you install it (old data transfer) or at a later
`date (current data transfer). This section explains the special features that you must bear in mind
`when transferring data at these different stages.
`You can find information on the basic functions of the FI system in FI System Administration Guide.
`The following topics refer you to this section where relevant. You should read the relevant sections
`before you start transferring data.
`This section contains the following topics:
`B.at.c.b..Inp.ut
`T.r.a Qsf.e.r.r.ing...O.Id.D.atta
`T.ra ns[e.r.r.ing...C.ur.r.e.nt .D.ata
`.P.r.e..arpAdsg..arld..Car..ir~_qdp~..O.u.t Da.ta..Trans f.e.rs.. Jn.B arch
`
`SAP-00003418
`
`

`

`KBatch Input
`
`Introduction
`
`Batch input is the standard method for transferring large amounts of data into the SAP system
`without impairing its online performance.
`Example:
`You do not use the SAP invoicing system and you want to transfer billing data into the SAP
`Financial Accounting system. To avoid having to re-enter all this data manually, you can transfer it
`into the SAP system automatically by batch input.
`Batch input is used
`¯ to transport data into the SAP system from a non-SAP system
`¯ to process data created by SAP programs
`Batch input can be used at different times: when installing the system, you transfer your old data
`and when the system is running, you transfer current data.
`To guarantee the consistency of the SAP data base, the automatically transferred data must
`undergo the same checks as the manually entered data. Therefore, when you are transferring data,
`it is put in the same screens. In this way the system simulates manual data entry, i.e. it responds in
`the same way as if the data was being entered manually: it makes the same checks, issues the
`same error messages and warning messages and posts and updates the data in the data base in
`the same way.
`
`Batch Input Programs in the FI System
`
`The FI system contains programs that carry out the following functions in batch:
`¯ Creating, changing, blocking or unblocking customer master records and setting or cancelling
`the delete flag
`¯ Maintaining the credit limit (creating and changing)
`¯ Creating, changing, blocking or unblocking vendor master records and setting or cancelling the
`delete flag
`¯ Creating bank master data for the banks specified in the customer and vendor master records.
`¯ Posting documents
`¯ Clearing open items
`G/L account master data cannot currently be transferred automatically in the standard system. It
`contains a number of specifications that determine how the account is to be managed. Therefore,
`you should create and maintain G/L master records manually. To simplify the procedure, you
`should create a master record for each account group and use this as a reference for creating
`further master records.
`Note
`At present, you cannot transfer special G/L transactions and tax account balances via batch input.
`Consequently, you must post these manually.
`
`Steps During Data Transfer
`
`Data is transferred from an external system into the SAP system in three steps:
`
`SAP-00003419
`
`

`

`Transfer e:~te rnal data to the SAP computer
`
`Ex, temal
`System
`
`SAP System
`
`Q ICreate the session I
`
`f
`
`Sequerilial
`
`file!
`
`@I
`
`Q I Pmcessth~.se.ssiarlsand upd~t~.thed~t~
`
`t
`
`Formal
`description
`of SAP batch
`input struclure
`
`Batch-Inp ut
`
`1 Transferring external data to the SAP system
`You extract the data that is to be transferred from the source system into the SAP system via a
`program that you write yourself. You write this data into a sequential file in the sequence required
`by the SAP system. Along with the data to be transferred you also place SAP-specific data, such as
`transaction codes, in this file. You can have the transfer program derive certain data that you
`require in the SAP system. If you have not previously used any reconciliation account for your
`customer and vendor accounts, for example, you can derive the account number for each of these
`from the master record. For example, you use different accounts for your domestic and foreign
`customers and vendors.
`2 Creating sessions via batch input programs
`Batch input programs create "sessions" from the sequential file. Sessions are groups of data that
`can be combined by a batch input program. A session can contain several transactions. Generally,
`
`SAP-00003420
`
`

`

`the same transactions are grouped together in one session in order to process related procedures
`together (such as billing).
`Your data is checked for the first time when you create the session. If incorrect data has been
`transferred, the program terminates the processing run and does not create a session.
`Example:
`If, in order to create a customer master record, you want to transfer data from the general master
`record area twice in succession (for example, if you have forgotten the header data), the program
`does not create a session.
`You can use the job log to see whether a session has been created or whether errors have
`occurred. The log notes the transaction and record at which the termination occurred.
`
`3 Processing the sessions and updating the data
`When processing the sessions, the system places the transferred data in the screens of the SAP
`transactions and carries out the same checks as it would if the data had been entered manually.
`Incorrect records are marked as such and not transferred. All other records are transferred to the
`database by the update program.
`A session can be processed "visibly" or "invisibly". Visibly means that the screens are displayed
`online: you can intervene manually. You process a session in this way for test purposes. "Invisibly"
`means that the screens are not displayed. Error messages and warning messages are logged. You
`can check the incorrect sessions at a later date.
`In order that the data can be transferred to the SAP system from another system, it must have a
`certain format (defined by SAP) and a pre-defined structure. You can mark those fields that you do
`not want to be filled via batch input.
`You can enter the data for more than one transaction in a single sequential file. However, you must
`be able to process these transactions that you group together in a file with the same batch input
`program. The table below shows groups of transactions that can be processed with the same
`program and which you can therefore transfer together in one file under a session header record:
`Transactions and Batch Input Programs
`Transactions Description
`
`Batch input program: RFBIDE00
`Create customer master records centrally
`XD01
`and create bank master data
`Change customer master records centrally
`and create bank master data
`Block/unblock customer master records
`Set/cancel delete flag in the customer master
`record
`Maintain the customer’s credit limit data
`and credit control area
`
`XD02
`
`XD05
`XD06
`
`FD32
`
`Transactions
`
`Description
`
`Batch input program: RFBIKR00
`Create vendor master records centrally
`XK01
`and create bank master data
`Change vendor master records centrally
`and create bank master data
`
`XK02
`
`SAP-00003421
`
`

`

`XK05
`XK06
`
`Block/unblock vendor master records
`Set/cancel delete flag in the vendor master
`record
`
`Batch input program: RFBIBL00
`FB01
`Post documents
`FB05
`Post with clearing
`
`To create the sequential file for batch input, you must compare the SAP structures with those of
`your existing system. In certain cases, you need to supplement your data or change the format or
`length of the field contents.
`You can find further information on the individual batch input programs and on the data structures
`and formats in Batch !.nput - Technical Information. For further information on planning batch input
`jobs, processing sessions and evaluating logs, consult the SAP Basis documentation.
`
`Authorizations
`
`There are two stages of batch input for which authorization objects have been defined:
`¯ Starting the batch input program (creating a session, see the figure above, 2).
`¯ Processing the session (e.g. running or deleting it; see the figure above, 3). You must specify a
`user identification and an authorization group for each session. This information enables the
`system to determine whether the user in question has the necessary authorization.
`You can find further information on the authorizations for batch input in the Basis documentation.
`
`SAP-00003422
`
`

`

`Transferring Old Data
`
`You must bear in mind certain special features when transferring old data. These are explained in
`the following topics.
`
`SAP-00003423
`
`

`

`The Layout of Entry Screens
`
`In the SAP system you can lay out the screens for entering master data and transaction data so
`that they are specific either to the account or to the transaction.
`For master data, you select the required fields via the account groups. When you enter a
`document, the relevant field status definitions are those in the G/L account master records and
`those for the posting keys.
`Example:
`The figure below first shows two screens for entering a line item: the standard screen and a screen
`for entering payment differences. In the second screen, the field Text is marked with a question
`mark. This means that it must be filled (required field) since you must enter an explanation in the
`line item when you enter a payment difference. All other fields are optional; you can fill them, but
`don’t have to. The field Collect.inv. has been suppressed.
`
`Standard screen
`
`Bell Plastics Inc.
`7 Lansdowne St.
`Boston
`
`I USD
`
`G/L I 140000[
`
`Customer
`Co.cd.
`~
`SAPAG
`Item 1 /Invoice/01
`Amount I
`Tax code []
`Business area I~1
`Days/percent11411 3.000 I/[’~’~-IIT~’~-I/I-~]
`Paymentterms r2~
`Baseline date 1 04.10.1994 [ Disc. amount I
`I
`Discount basisI
`I/1~1/1~1
`I Invoice ref. I
`Pmnt block []
`Pmnt method []
`I
`I IC°llect.inv.
`I I
`I
`
`Allocation
`Text
`Next line item
`Co.cd. [] Acct
`
`J Sp. G/L [] Trans.type[~l New co.cd.
`
`SAP-00003424
`
`

`

`Screen for Payment Differences
`G/L 11400001
`
`Bell Plastics Inc.
`Customer
`7 Lansdowne St.
`Comp. code ~
`Boston
`SAP AG
`Item 1 / Payment difference / 16
`I USD
`Amount
`[
`Tax code
`[]
`
`Business area I~1
`Paymentterms[~l
`Base.date
`102.22.1994
`Disc. base
`I
`Pmntblock []
`
`Days/perc. I~11~1/I II
`I
`I Disc.amount I
`I Invoice ref. [~1 / [~1 / [~1
`
`I/1~1
`
`Pmntmeth. []
`
`Allocation
`I
`I
`[Te×t ? ...........................................................................................................I
`Next line item
`Co.cd. [] Acct [
`
`[Sp.G/L [] Trans.type[] Newco.cd. []
`
`In the example, fields for posting documents are shown with different statuses. The same is also
`possible for master data. In particular, address data fields are suppressed when you enter one-time
`account master data, as this data is entered in the line item.
`You must make sure that all the fields for which you transfer data are ready for input. In addition,
`you should transfer data for all the fields that require an entry. If you do not do this and then
`transfer your old data with batch input, for example, the incorrect records are not transferred when
`you process the session with the missing data.
`You can find further information on the account group and the field status definition in FI System
`Administration Guide.
`
`SAP-00003425
`
`

`

`Using Keys in the SAP system
`
`Keys are used in the SAP system to group together a series of specifications. When you post
`documents and create master records, these keys are used to reference the appropriate
`specifications.
`Example:
`When you create a master record, you must specify an account group. The account group
`determines the layout of the screens and a number range from which the numbers for the master
`records are selected. When you post documents, you must specify a document type. The
`document type determines the account types (customer, vendor and G/L account) to which you can
`post and the number range from which the document number is selected.
`Certain keys are mandatory. Other keys merely save entry time and are optional.
`Example:
`When creating master records, you must always specify an account group and when entering a
`document, you must always specify a document type. The use of terms of payment keys, however,
`is optional. You can store your terms of payment in the system under a key. You then specify this
`key in the line item to reference the corresponding terms of payment.
`You also use keys to store data for organizational entities separately. For example, the SAP system
`supports processing in different clients. You specify a client with a three-digit key. In addition, you
`can manage several legally independent organizations (e.g. companies) in parallel in the system
`(these are called company codes). You specify a company code with a four-digit key. These keys
`are mandatory. You should therefore define the organizational entities of your company before you
`transfer your data.
`Example:
`To create a customer master record, you must specify the client. To create the company code area
`of the master record, you must specify a company code key.
`Before you create master records or post documents, you should decide on the keys that you
`require and other optional keys that you want to use. The system carries out checks to determine
`whether the required keys have been specified and whether the keys used have been defined.
`Otherwise, errors occur and your data is not posted. The following table lists some keys as an
`example:
`Keys for Master Records and Documents
`Key Use
`
`Client
`Company code
`
`Account group
`Country key
`Language key
`Terms of payment key
`Payment methods
`Employees
`Document type
`Posting keys
`Currency keys
`
`Working with the system in general
`When creating company code-specific master
`records and posting documents
`Creating master records
`Creating master records
`Creating master records
`Creating master records
`Creating master records
`Creating master records
`Posting documents
`Posting documents
`Posting documents
`
`SAP-00003426
`
`

`

`If you want to use the standard SAP keys, you must convert the keys that you have used in your
`old system correspondingly. If you want to continue to use these keys, you must define them
`beforehand in the SAP system.
`You can find detailed information on the keys in FI System Administration Guide.
`
`SAP-00003427
`
`

`

`Transferring Customer and Vendor Master Records (Old Data)
`
`In order that the data required for your company is entered when you create customer and vendor
`master records, you can define fields as required fields. You make this specification via the account
`group, which you must specify when you create a master record. The following fields are required
`fields for the standard account groups in the SAP system:
`¯ the name and city of the customer or vendor
`¯ the search criterion. This is used when searching for a master record via matchcodes.
`¯ the country. Via this specification, the system determines the check rules for entering the postal
`code. Therefore, you should make sure that all the country keys that you require are defined in
`the system.
`¯ the reconciliation account. Therefore, you should create your reconciliation accounts before
`creating the master records.
`If you are going to use the standard account groups, you must transfer data for these fields.
`You can enter as many banks as you require in a customer or vendor master record. Bank master
`data, such as the bank address, is stored separately. If you create or change a customer or vendor
`master record that contains bank details, the system checks whether master data exists for this
`bank. During the batch input, you can transfer bank master data along with the customer or vendor
`master record. The bank master data is created automatically when you process the session.
`
`Number Assignment
`
`Each master record is stored under a unique account number. You use this number to call up the
`master record or to post business transactions to the appropriate account.
`Number assignment is determined by the account group, which you must specify when you create
`a master record. To do this, you assign a number range (from which the number is selected) to
`each account group. You can choose between internal and external assignment. With internal
`assignment, the system assigns the number automatically. With external assignment, you specify
`the number, but the number must be contained in the number range.
`In the SAP system, you can retain the old numbers of your customers and vendors or you can
`create master records under new numbers assigned by the SAP system.
`If you create a master record under a new number in the SAP system, you should make a list of the
`old and new numbers.
`If you want to retain the old numbers, you enter these numbers when you transfer the master
`records. You choose an account group with external number assignment. The accompanying
`number range must have an appropriate number interval. After the data has been transferred, you
`can change the number assignment and select internal assignment. To do this, you assign a new
`number range to the account group.
`However, it is only advisable to transfer old numbers if your old data is very well maintained.
`
`Bank Master Data
`
`The SAP system offers the following options for creating bank master data:
`¯ You can create bank master data at the same time as you create customer or vendor master
`records. To do this, you must transfer the bank and the bank master data when transferring the
`data.
`¯ You can create bank master data in the system beforehand. You then transfer the bank account
`
`SAP-00003428
`
`

`

`data when you create a customer or vendor master record.
`¯ You transfer the banks without the customer or vendor master records, and maintain these
`manually at a later date. This is necessary, for example, if you transfer your master records from
`an invoicing system where the bank data has not been maintained.
`You can also transfer bank master data into your system using the country-specific SAP programs
`specially designed for this. A prerequisite for this is that you have the master data in a certain
`format on a tape or diskette. For more information on this subject, read FI System Administration
`Guide and the online documentation.
`
`SAP-00003429
`
`

`

`Account Balances and Open Items
`
`To transfer account balances, you should differentiate between accounts that are managed on an
`open item basis and those that are not:
`¯ For accounts not managed on an open item basis, you should use a posting to transfer the
`balances.
`¯ For accounts managed on an open item basis, you must transfer the open items individually.
`
`Transferring Account Balances
`
`You should use a posting to transfer the balances of those accounts that you have previously
`managed without open items and which you intend to continue managing in the SAP system in
`this way. This includes the majority of G/L accounts. For example, you use a posting to transfer the
`balances of the tax accounts.
`Note
`In the SAP system, tax accounts are generally only posted to automatically. To ensure that this is
`so, you mark the field Post automatically only in the master record of each account. This makes it
`impossible to post to these accounts manually. However, so that you can post to these accounts
`directly when transferring data, you should select this option only after you have transferred your
`data.
`
`Transferring Open Items
`
`For accounts that have been or are managed in the SAP system on an open item basis, you
`must post the open items individually by batch input or manually. This applies to
`¯
`customer and vendor accounts
`¯
`clearing accounts and bank sub-accounts
`Customer and vendor accounts are always managed in the SAP system on an open item basis.
`For these accounts, you must post each open item into the SAP system either by batch input or
`manually, since you need the documents for these incomplete business transactions to make the
`clearing entry.
`Certain special G/L accounts are used in the SAP system. These include reconciliation accounts,
`clearing accounts and bank sub-accounts.
`Reconciliation accounts in the general ledger are where the system automatically posts the
`business transactions that it posted to sub-ledger accounts (customer and vendor accounts). To
`enable the system to post to the correct reconciliation account, you enter the number of the
`reconciliation account in the customer or vendor master record. The system posts offsetting entries
`to the reconciliation accounts automatically when you transfer the customer and vendor open items
`to the SAP system. You must therefore not transfer the balances from the reconciliation accounts
`in your previous system (if you have used such accounts there).
`Clearing accounts and bank sub-accounts should also be managed on an open item basis. It is
`useful to be able to access the open items individually in such accounts. At the time of transfer, the
`balance of these accounts is generally zero. It is therefore not necessary to make any transfer
`postings for these accounts.
`You can find further information in the topic below, "Posting Documents (Old Data)".
`
`SAP-00003430
`
`

`

`Posting Documents (Old Data)
`
`You should transfer the account balance and the open items in two steps:
`¯ You post the balances of the accounts that you do not want to manage with open item
`management to the corresponding accounts in the SAP system.
`¯ You post each open item.
`You should create a transfer account for the offsetting entry. This account should not be relevant
`to tax, that is the field Tax category must not be filled in the master record.
`In the FI system, tax is calculated automatically during posting and posted to the tax accounts.
`This occurs with postings to G/L accounts where the field Tax category is filled in the master
`record. Since you will already have transferred the tax postings with the balance of the tax
`accounts, no new tax posting may be made when posting the documents or when transferring the
`account balance.
`Example:
`When transferring an outgoing open item, you post to the customer account. You make the
`offsetting entry to the transfer account. The system posts to the reconciliation account for goods
`and services automatically. You will already have transferred the tax posting along with the
`balances of the tax accounts.
`
`Transfer account
`
`I 1,000
`
`Customer
`
`1,000
`
`I
`
`Reconciliation account
`Receivables from G + S
`
`1,000
`
`I
`
`When you make a payment with cash discount, the system makes a tax adjustment automatically
`during the payment settlement. To do this, it determines the required tax code from the G/L account
`line items (or from the customer or vendor line item if only one tax code is used in the document).
`When transferring the old data, the offsetting entry is made to the transfer account; this account is
`not tax-relevant, so the line item contains no tax code. Therefore, you must enter the tax code in
`the customer or vendor line item when you transfer the open items.
`When all the postings have been made (including the special G/L transactions), the transfer
`account must have a zero balance. After this, you should block this account for posting.
`Example:
`You transfer the open items of the customer and vendor accounts via batch input. The system
`automatically posts to the reconciliation accounts for receivables and payables. You post your
`special G/L transactions (such as down payments) manually. You also post the balances of the G/L
`accounts manually. You make offsetting entries to the transfer account for all the postings. After
`data transfer, the transfer account has a zero balance.
`
`SAP-00003431
`
`

`

`Customer
`
`) 100.00 I
`) 90.00 I
`I Down p~mt. I
`Izo.ooC
`
`Vendor
`
`60.00 (~)
`
`Reconcil-
`iatio n
`accounts
`
`100.00
`Receiiables
`go.o0
`
`Spec. G~acct. for I
`down pyrnts, receivedI
`
`Payables
`60.00
`
`Balance
`sheet
`
`accountsI~G/Lacc~unts
`
`200.001
`
`G/Laccounts II oo.oo?
`
`)
`
`Tran sferaccount
`60.00 100.00(
`70.00 200.00 ~
`260.00
`90.00
`390.00 390.00
`
`Note
`You must carry out the advance report for tax on sales/purchases for the period you have just
`closed in your existing system. If you have used the tax posting method described above, the G/L
`account line items from the documents that have been transferred do not contain any tax
`information. It is therefore not possible to carry out the advance report for tax on sales/purchases
`for the closed period in the SAP system.
`The outgoing and incoming line items contain terms of payment and a baseline date for payment
`(for purposes of calculating the due date). You can transfer the terms of payment from the
`
`SAP-00003432
`
`

`

`customer or vendor master record, either by batch input or manually. To do this, you must enter a
`terms of payment key in the customer or vendor’s master record. However, when posting your
`documents by batch input, you should always enter manually the baseline date for payment.
`
`SAP-00003433
`
`

`

`Special Features of Special G/L Transactions
`
`Down payments and bills of exchange are the most important special G/L transactions. When you
`post a special G/L transaction, the system does not post to the normal reconciliation accounts but
`instead automatically to alternative accounts, i.e. special G/L accounts. Consequently, you do not
`transfer the balances of these accounts either. Instead, the system posts to the appropriate
`accounts automatically when the open items are transferred.
`
`Down Payments
`
`In the FI system, down payments can be displayed gross (with tax) or net (without tax) in the
`customer or vendor accounts. When posting with gross display, you must note certain special
`features of data transfer.
`With gross display, the down payment amount is posted with tax to the customer or vendor
`account. Tax on sales/purchases is posted to the tax account and also to a tax clearing account
`(see the figure below).
`
`Bank account
`
`11,400 I
`I
`
`Customeraccount
`
`I
`
`Down payments received
`I 11,400
`
`I
`
`Outputtax
`
`I 1,400
`
`Special G/L account
`Down payments received
`
`I 11,400
`
`Clearing account- output tax
`
`1,400 I
`
`When you transfer down payments, you enter the tax code in the customer or vendor line item. For
`the automatic tax postings, you enter into the system the transfer account number (instead of the
`output tax account number) together with the clearing account number. You can find further
`information on the tax postings and how to store tax accounts for automatic postings in the system
`in FI System Administration Guide.
`
`SAP-00003434
`
`

`

`Customer account
`
`I
`
`Down payments received I
`I 11,400
`
`Special G/L account
`Down payments received
`
`I 11,400
`
`1,400
`
`Transfer account
`
`m I
`
`I
`
`11,400
`
`0 utput tax clearing
`
`1,400 I
`
`Bills of Exchange
`
`When transferring bills of exchange, you should remember not to post discount charges, bill of
`exchange tax and tax on sales/purchases again, because you are transferring the balances of
`these accounts.
`
`SAP-00003435
`
`

`

`Time of Transfer
`
`You can carry out the postings either
`¯ at the end of the month after you have reconciled the data in your existing system
`or
`¯ after the balance sheet key date
`You use the last day of the posting period from your existing system as a posting date for data
`transfer. After transfer, you block this posting period in the SAP system.
`
`SAP-00003436
`
`

`

`Procedure for Data Transfer
`
`,
`
`To
`1.
`
`transfer your old data, you should use the following procedure:
`You compare the batch input structures with the structures of your system and adjust the data if
`necessary. Generally, you go through the transactions in the SAP system to find which fields are
`used in the standard system.
`You check the layout of the screens. If they do not correspond to your requirements, you can
`change them. Above all, you should find out which fields must be filled and make sure that you
`transfer data for these fields.
`You check whether all the keys you require are defined in the system. You define any missing
`keys. You check whether any keys need to be converted.
`You carry out individual tests on some customer and vendor master data as well as on open
`items.
`5. You then carry out a mass test by transferring all master data.
`Note
`As long as your company code is not productive, you can reset your test data at any time. You can
`find further information on this in Test Data.
`
`,
`
`,
`
`SAP-00003437
`
`

`

`KTransferring Current Data
`
`If you use an external system for Sales or Materials Management, you will want to transfer the
`following data into the FI system:
`¯ postings from the non-SAP system, such as billing data, so that you can create an invoice from
`them or post the open items to Financial Accounting
`customer master records, if you maintain them in the invoicing system, and vendor master
`records, if you maintain them in the non-SAP system for Materials Management. Your master
`data is then duplicated. You must transfer every change in the non-SAP system into the FI
`system.
`
`Transferring Customer and Vendor Master Records (Current Data)
`
`After the initial transfer, you should only transfer from the non-SAP system those master records
`that have been created there at a later date. This transfer is the same as the initial transfer. For the
`master data that has already been transferred, you need only transfer the changes into the FI
`system. These changes can also be transferred into the FI system using batch input.
`
`Posting Documents (Current Data)
`
`After the data has been transferred, the documents are posted in the same way as they would be
`online. For the offsetting entry, you no longer use the transfer account but the normal G/L accounts.
`You can find out which preparations are necessary for posting documents in FI System
`Administration Guide.
`
`Document Type for Data Transfer
`
`Generally, you store the documents from the data transfer (such as documents from the invoicing
`system) separately. Therefore, it is advisable to use a separate document type with a separate
`number range for transferring the documents. You specify a number range for the document type,
`from which the document numbers are selected. The document numbers determine how the
`documents are filed. Using the document type, you can also see at any time whether a document
`originates from the non-SAP system.
`You can find further information on document types in FI System Administration Guide.
`
`Clearing Documents
`
`Clearing entries that must be made as a result of incoming or outgoing payments can be carried out
`in the SAP system via batch input. The prerequisite is that the data was transferred with the same
`structure as is used in the SAP system.
`You can find out which precautions are necessary for clearing open items in FI System
`Administration Guide.
`
`Data Transfer Within the SAP system
`
`In the SAP system, data from other SAP applications is transferred in the following different ways
`into the FI system:
`Via interfaces, i.e. data is transferred from another application and used to create documents for
`the financial accounting application. All the relevant checks are carried out in financial
`accounting. In case of error, adjustments must be made in the application from which the data
`has been drawn. Billing data, for example, is transferred directly from the sales application (SD).
`
`SAP-00003438
`
`

`

`Direct posting, i.e. a document is created in another application, which has the same structures
`as a document in financial accounting. The document is only transferred so that it can be posted
`in financial accounting; all checks have already been carried out. Documents from audits, for
`example, are transferred into financial accounting in this way.
`Batch input. Batch input is used by certain