Master Record Maintenance Functions FI General Ledger

The following functions are available to maintain G/L account master records:

• Create
• Change
• Display
• Block and unblock
• Mark for deletion

In the system, you can create the areas of a master record either independently or together. Consequently, you can use these functions in:

• The chart of accounts only
• The company code-specific area only
• Both areas in one step

The FI System offers these three procedures since organizations create and change G/L master records in different ways:

Some organizations create a uniform chart of accounts at the company head office. In such a company, you create all G/L account master records in the chart of accounts in one step. Each company code can then add its company code-specific data to the G/L account master record at a later date. Employees in the company codes are not able to create or change the chart of accounts.

Some organizations create the entire master record in one step, including the company code-specific area. In this case, employees in the company codes have no authorization to create a master record area, but may be able to change master data.

In other organizations, the employees of the individual company codes create and change entire master records. In this case, the employees at the company code level can create master records in one step.

You may not be able to use all of the above-mentioned procedures, depending on the authorization policy of your organization. Generally, the use of functions is restricted by authorizations.

The system offers different functions for creating and maintaining master data that simplify the creation and maintenance of master records. There are two screens for creating and maintaining master data. The fields for chart of accounts data are on one screen, while company code-specific data is displayed on the next. On the screens for master data, you are only presented with functions that are relevant to the screen you are on and to the current processing function.

The following functions are available:

Changing the function
You can change the function by choosing G/L account ® Other account (or ® Change account).

Administrative data
Choose Extras ® Creation data to see who created the G/L account master record and when. You can also see whether the master record is blocked or marked for deletion. To do this, choose Extras ® Blocked data or Extras ® Delete flags.

Field Status Group

In the company code-specific area, you enter a field status group which determines the fields available when you post to the account. Select Extras ® Field status screen to display which fields are hidden, required, or optional.

Sample master record
Choose Environment ® Sample master record to display the master record of a sample G/L account. If you are in the entry screen for chart of accounts data and a sample account is specified, this sample account is displayed.

Display changes to fields and accounts
By choosing Environment ® Change documents ® For field and Environment ® Change documents ® For account, you can display information on changes to a particular field or to a G/L account master record. For each change, the system stores the user name, date of change and previous field contents.

Account Name

Choose Environment ® Account name to display the name of the account in other languages, if you have translated the account names.

Search for key words

You can define an unlimited number of key words for each G/L account master record. To do so, select Extras ® Key words from the menu bar. You can then search for these accounts by their key word, using a special matchcode.

You will find an additional function in:

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