SAP GL Account Direct Posting T Code - F-02

Document Entry in SAP GL

Business Process Description Overview:

Every document consists of a document header and two or more line items. The document header contains information that is valid for the whole document, such as the document date and the document number. It also includes controlling information such as the document type.

The line items only contain information on the particular item in question, for instance an account number and amount. Whether any additional information is present depends on the business transaction involved.

Following are the most critical steps involved in entering and posting a document :-

• Call up the required document entry function. Bear in mind that the system offers several functions. Each function is designed for a specific business transaction. The General Ledger document entry function is covered here which will post one or more debits vs one or more credits to general ledger master records (accounts). 
• Enter the document header data. 
• Enter the line items. 
• Enhance or correct the line items as needed. 
• Post the document. 

The system creates the document, updates the transaction figures for the accounts affected, and in some cases, displays an internally assigned document number when the document is posted. 

T Code :- F-02

Input - Required Fields	Field Value / Comments
Document Date	10.06.2012
Posting Date	Defaults to system date
Document Type	Defaults  to ‘SA’
Company Code	1000
Currency	Defaults from company code currency - INR
Account	230000
Amount	1000

Output - Results	Comments
Document Number	System generated document number based on the range assigned to the Document Type

Procedural Steps

1.1. Access the “ G/L Account Posting” transaction by:

Via Menus	Accounting->Financial Accounting  -> General Ledger -> Document Entry  ->  Others General Posting
Via Transaction Code	f-02

1.2. On the screen “Enter GL Account Posting: Header Data”, enter the information in the fields as specified in the table below:

Field Name	Description	R/O/C	User Action and Values	Comments
Document Date	Date of the document	R	NOTE: The document date is the date on which the original document was issued	Enter the date of the Document.
Type	Document type	R	Accept default of ‘SA’ for G/L Document Posting	Defaults from the system date.
Company Code	Company code of the first G/L account	R	This field can have a value defaulted in from the User Parameters settings.	Can make this a required field to enhance business processing
Posting Date	Posting date of the document which will determine the period it posts to	R	Default is system  date
Currency/rate	Currency that the amounts will be entered into the system under	R	Enter either the local currency or another currency defined in your system	The system defaults in the local currency
Reference	Field allocated to any extra numeric or name identifiers.	C	Can be used to contain external document reference numbers.  This is helpful as an additional document search criterion, and can be used in correspondence printing.
Doc. Header text	Text that may be entered to apply to the entire document via the header	O	Enter if necessary
Post Key	Key that will determine the type of account to be posted to and whether it is a debit or credit	R	Enter key to identify this line properly and to post to the correct side of the account
Account	G/L account number to post the first line of the invoice to	R	Enter the G/L account to be posted to
Special G/L	The G/L indicator determines how to handle special postings	O	Use system supplied or customized indicators if necessary	Configure the Special G/L Indicators to determine which alternative account to post the transaction to.
Trans type	The transaction type controls various system activities when business transactions are posted.	O	Enter if appropriate

Note: In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C” = Conditional

1.3 Select the (Tick) Enter icon to proceed

1.4.On the Details ‘Enter G/L Account Document: Add G/L account item’ screen enter the information in the fields as specified in the table below: 

Field Name	Description	R/O/C	User Action and Values	Comments
Amount in Doc Currency	The amount for the account entered on the previous screen	R	Enter proper amount
Post Key	Key that will determine the type of account to be posted to and whether it is a debit or credit	R	Enter key to identify this line properly and to post to the correct side of the account	List of Values
Account	G/L account number to post the subsequent lines of the invoice to	R	Enter the G/L account to be posted to
Special G/L	The G/L indicator determines how to handle special postings	O		List of Values

Note: There are many other fields which are to be used according to configuration rules, account dependencies, specific posting transactions, and company procedures.
Select the (Tick) Enter icon to proceed to enter more lines until the debits equal the credits. When satisfied with your entry, proceed as described below.

1.5. Simulating the Posting

Select \Document\Simulate. This optional step will create any automatically generated document lines such as inter-company entries and allow you to view them before posting and to verify your entries.  You can drill down by double-clicking existing lines to change them or continue to enter more lines for this document at the bottom of the screen as described above.

1.6. To save the data, select the Save icon, select \Document\Post, or press F11.