There are Two types of data.
- Master data: The data which is permanent in existences called master data.There cord which contains the master data is called master record.The master data is again and again used during processing. This data is often shared by the different functional areas, processes and system modules. For example:- customer and vendor data (address, contact information etc.)
2. Transactional data: It is the data which is posed to the master record during the daily management of the business.This is temporary in existence. It is generated from the independent business activities, typically based on internal and external exchanges/flows (information, money, etc.) For example:- Customer orders, payment records, goods movements etc. This data is archived and accessible over the time but not reused regularly
The General ledger master record contains the data under two segments.
1. Chart of accounts segment :This segment contains the data such as account group,short text and long text etc.When all the company codes are using the same chart of accounts this data is same in every company code.
2. Company code segment: this segment contains the data such as account currency,line item display and sort key etc.This data is specific to every company code.
We can create the general ledger master record in the following ways.
1. At chart of accounts level first then at the company code level
2. Centrally (we can enter the data both in chart of accounts segment and company code segment at the same time)
The fields in the General Ledger master record:
- Account Currency: it is the currency in which the GL account is maintained. The account currency is automatically defaulted from the company code local currency. We can change the account currency, if necessary. If the account currency is company code local currency then we can post the business transactions in any currency into that account. If the account currency is other than company code local currency (foreign currency), then we can post the business transactions into that account in that currency only.
- Only balances in local currency: if this check box is selected, the system displays the balances in the company code local currency only. For this purposes if any foreign currency business transactions are posted, the system will convert those foreign currency business transaction in to the company code local currency. For this we require some settings.
- Line item display: by selecting this check box the system displays the line items in this GL account. i.e it maintains the details of the business transactions posted.
- Sort key: it is the criteria according to which the business transactions are organized in the GL account. The sort keys are system defined.
EDITING GL MASTER RECORD
Once the GL account master record is created we cannot change the following fields
- G/L Account number
- Company code
- Account group
- Status of open it em management if the any business transactions are existing as open items in that GL account.Once open items are cleared we can change the status
Creation of GL master
Step: Creation of Equity share capital account
Check up the list of account groups and identify account group under which we have
To create this GL master and choose the GL account number – T code. OBD4
Path: accounting – financial accounting – general ledger – master records –
Individual processing – centrally – T CODE – FS00
GL Account Number =
Company code =
Go to Menu, G/L Account, Create
Account group =
O P&L statement account
O Balance sheet account
Short text =
Long text =
Go to Control data tab,
Account Currency =
O only balances in local currency
O line item display
Sort key =
Go to create/bank/interest tab
Field status group = click on “save”
Step: creation of cash account
Check up the list of account groups and identify account group under which we have
to create this GL master and choose the GL account number – T.CODE OBD4
Path: accounting – financial accounting – general ledger – master records -
Individual processing – centrally – T. code.FS00
GL Account Number =
Company code =
Go to Menu G/L Account, Create
Account group =
O P&L statement account
O Balance sheet account
Short text =
Long text =
Go to control data tab,
Account currency =
O only balances in local currency
O line item display
Sort key =
Go to create/bank/interest tab
Field status group =
Additional selections:
O Relevant to cash flow click on “save”
Step: creation of Salaries a/c:
Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account number T.code OBD4
Path: accounting – financial accounting – general ledger – master records –
Individual processing – centrally – T.code FS00
GL account number =
Company code =
Go to menu, GL account, create
Account group =
O P&L statement account
O Balance sheet account
Short text
Long text
Go to control data tab
Account currency =
O only balances in local currency
O line item display
Sort key
Go to create/bank/interest tab
Field status group =
Step: creation of wages a/c:
Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account number T.code OBD4
Path: accounting – financial accounting – general ledger – master records –
Individual processing – centrally – T.code FS00
GL Account number =
Company code =
Go to menu, GL account, create
Account group =
O P&L statement account
O Balance sheet account
Short text
Long text
Go to control data tab
Account currency =
O only balances in local currency
O line item display
Sort key
Go to create/bank/interest tab
Field status group =
Step: Creation of Rent a/c :
Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account numberT.code OBD4
Path: accounting – financial accounting – general ledger – master records –
Individual processing – centrally – T.code FS00
GL account number =
Company code =
Go to menu, GL account, create
Account group =
O P&L statement account
O Balance sheet account
Short text
Long text
Go to control data tab
Account currency =
O only balances in local currency
O line item display
Sort key
Go to create/bank/interest tab
Field status group =
Display the GL accounts created in the chart of accounts: T.code F.10
GL account =
Chart of accounts =
Click on “execute”
To edit GL Account Master
Go To T.code- FS00,
GL Account number =
Company code =
Go to menu, GL account, and change
Make necessary changes and click save
To display changes made to GL account master
Path: Accounting – Financial Accounting – General Ledger – Master Records – Display changes – Centrally T.Code FS04
GL Account Number =
Company code = click on enter
Click on “All changes” button to see all the changes including old and new values.
Blocking of GL Account– T.code.FS00
GL account number =
Company code =
Go to Menu G/L account, Block – select relevant items to Block and save.
UN Blocking of GL account – T.Code. FS00
GL Account =
Company code =
Go to Menu, GL account, Block – deselect the relevant items to UN block and save.
Configuration for New General ledger accounting:
Step1: classify GL accounts for document splitting:
Path : SPRO – financial accounting (new) – general ledger accounting (new) – business transactions – document splitting – classify GL accounts for document splitting.
Chart of accounts =
Click on “enter”
Click on “new entries”
| Account from | Account to | Category | description |
Click on “save”
Step2: define document splitting characteristics for general ledger accounting
Path: same as above
Ensure that every check box is deselected.
Click on “save”.
.Posting of transactions
Path: Accounting – Financial Accounting – General Ledger – Document entry – General posting - T.Code F-02
Document date= type = company code=
Posting date = period = currency/rate =
Posting key = Account = click on enter
Amount =
Business area =
Text =
Posting key = Account = click on enter
Amount =
Business area =
Text =
Click on “Display Document overview” icon (on the application tool bar),
Make corrections if necessary and click on “save” button.
Display of posted document
To see the latest document posted, from same T.code f-02, go to Menu, Document,
Click on Display.
Click: “F5” Function key to display the document header (for audit trail).
To see the list of documents posted in a company code.
Path: Accounting – Financial accounting – General Ledger – Document – Display T.code – FB03
Click on “Document list” button,
Company code =
Document number = to=
Fiscal year = click on Execute
From this list, if you want to see any document, double click on that document
Display of GL account Balance
Path: Accounting – Financial Accounting – General Ledger Account – Display balances – T.Code - FS10N
GL account =
Company code =
Fiscal year = click on execute
Double click Month line item to display documents posted on that month.
Double click document line item to display the document.
GL account line item display.
Path: Accounting – Financial Accounting – General Ledger- Account – Display/Change line items T. CODE – FBL3N
GL Account =
Company code =
Click Execute and double click on line item to display the document.
Selection /creation of own layouts:
Click on “change layout” icon to make changes in the layout.
Note: we can add/remove columns from display change the position of the column and change the length of field.
Change the length, add and remove columns as required.
Click on “save layout” icon to save the changes made to the layout.
Layout = (use “/” before name for user defined layouts)
Description =
Click on “Save”
To make your own layout as the default layout, go to T.code FB00 click on “line items tab” (4TH Tab) under GL Account Layout,
Default selection screen = click on save
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