G/L Account Line Items

You can call up the line items posted to a G/L account if the G/L account is managed using line item display (see G/L Account Master Data).

For those accounts that are managed on an open item basis, you can choose to display open and/or cleared items.

If you have posted business transactions and want to display the items, you can do one of the following:

• You can display the document and then the items in it (see
Internal Correspondence).
• You can display the account and then the line items in it. Line item display is explained in the following topics.

The system displays a line containing information for each line item. While you are in the line item display function, you can change the line layout, that is, which fields are displayed in a line.

Functions in the Initial Screen

Displaying G/L Account Line Items

Functions within Line Item Display

Functions in the Initial Screen

In the initial line item display screen, you have several selection options which you can use to display only the line items you require. You can also specify in this screen exactly how the line items are to be displayed.

You access the initial screen through Account ® Display items from the General Ledger menu bar.

You have the following options:

• You can display the line items for individual vendors or for a series of vendors by using work lists. Maintain work lists from the line item display initial screen via Settings
® Work list ® Maintain.

You can activate work list usage for line item display by choosing Settings ® Work list ® Activate from the line item display initial screen. You then enter a work list which combines multiple objects instead of an account number or company code.

• You can display items according to item type (open items, cleared items, parked items with special G/L transactions, items with customer position). For this, select the required item type from the list.
• You can also either accept the standard line layout for the line item display or select a different layout. To do this, select Options
® Line layout. A window is displayed from which you can select a line layout variant.
• You can also generate totals using totals variants. If you want to use a totals variant different than the one proposed, select Options
® Totals variant and choose a variant from the list displayed.
• You can set various sorting variants. The sorting variant determines the field that sorts line items. You can also determine whether the items are sorted in ascending or descending order.
• You can have the system initially display the required data as line items or as totals. To do this select Line items or Totals under the heading List begins with
• By entering selection criteria, you can restrict the line items to be displayed. To do this select Edit
® Selection criteria. Make use of this option to limit run times, particularly in the case of accounts with a large number of items. With this function you can display all items posted to a head office by one specific branch, for example.

The various functions are described in Displaying Line Items for G/L accounts.

Displaying G/L Account Line Items

To display G/L account items, proceed as follows:

1. From the General Ledger menu bar, select Account
® Display line items. The initial screen to select the G/L account appears.
2. Specify a G/L account, such as 78900, and a Company code, such as 0001 or the required work list.
3. Select the type of items you wish to display (such as open, cleared, and parked items).

You can also use the following functions:

· You can either accept or change the standard values for the line layout, totals variant, and sort variant. To change the values:

- double-click on the corresponding line under the heading Options.

- select the variant you require

· You can search for line items. If you want to enter selection criteria for display, choose Edit ® Selection criteria. From the list that appears, select a maximum of 3 search fields. To use the technical field names, press the Technical name button. Select Proceed.

In the next box, you are requested to enter a value or range of values for these search fields. You can search for a text string in a certain field. For example, if you want to search for all line items containing the digits 99 via the Document number field, enter 99 in the From field and click in the String field

If you enter several selection criteria, such as the date and the amount, you have the option of using the And -> Or button to determine how the selection criteria are logically linked. That is, whether the found line items must fulfill both selection criteria simultaneously (logical link "and") or whether it is sufficient for the found items to fulfill only one of the two criteria (logical link "‘or"). You save the selection criteria for the current transaction by selecting the Proceed key.

4. Select
ENTER.

You should use this function to restrict the number of items to be selected, especially for accounts with a lot of items. This improves response times and minimizes storage requirements. Wherever possible, make entries in the following fields:

· Document number

· Document date

· Posting date

· Account number of branch

· Reference document number

Setting Parameters for Line Item Display in the User Master Record

You can set the line item display options in your user master record. They then remain unaltered until you change them. When you are in the line item display function, however, you can change the options for that particular working session.

These options determine:

• the line item line layout

• the totals variant

• what is initially displayed (line items or totals)

• whether open and/or cleared items are displayed

• whether parked line items are displayed

• whether special G/L transactions are displayed

• whether work lists are used to group together accounts and/or company codes

To save these options in your user master record, proceed as follows:

1. Call up the line items display.
2. Select the options you require.
3. elect Options
® Change user master.

The system confirms that the data have been saved with a message. In the message long text, the parameters that were saved are listed individually.

Defining and Changing the Line Layout for Line Items

The line layout is the sequence of fields that are displayed for each line item. You can change the line layout, by changing the fixed fields displayed. You can also add a field temporarily (additional field).

You can change the line layout for all line items displayed as follows:

1. From the menu bar of the screen to display line items, select Options
® Line Layout.

A list of the possible line layouts appears in a pop-up window.

2. Select a line layout by double-clicking on a line layout in the pop-up window.

The system displays the line items with the line layout you selected.

You can define your own line layout by specifying which fields should be displayed in which columns. For more information about defining line layouts, read the FI System Administration Guide . To define variants for the line layout yourself, select Options ® Customizing ® Line layout.

Adding Fields Temporarily in the Line Item Display

You can add a field to the line layout temporarily. The system inserts the field you select in each row. This additional field replaces the data already displayed, if necessary. If you want to add a field temporarily, proceed as follows:

1. On the screen Display G/L Account Line Items: Basic List, place your cursor on the spot where you want to temporarily show an additional field.
2. Choose Settings
® Additional field.

The system displays a window with a list of available additional fields.

3. Click twice on the field you want to include.

The line items are displayed in the field combination you specified. The original field is temporarily overwritten with the field value you selected.

4. If you want to remove the temporary field, select Settings
® Additional field off.

You can expand the list of fields that can be displayed temporarily.

Further information on defining line layout and fields for temporary display is available in the FI System Administration Guide.

If you want to add fields to the field list, select Settings ® Customizing ® Field selection ® Additional fields.

Finding Line Items

To find specific items, proceed as follows:

1. Select Edit
® Find
2. Select search criteria in the Find: field list dialog box . Press
ENTER.
3. When the Find: values dialog box appears, enter the value ranges for the search criteria and press
ENTER.

Select the fields Posting date and Amount and press ENTER . In the next screen, enter ranges for the date and the amount. You can use the And -> Or button to determine how the criteria are logically linked. Linking with ‘And’ means that both selection criteria must be fulfilled simultaneously. Linking with ‘Or’ means that only one of the two selection criteria has to be fulfilled. If you select the logical link "And", only those line items whose date and amount fall within the specified ranges are displayed.

You can add additional search fields to the list. For more information see the FI System Administration Guide. To add a field, choose Options ® Customizing ® Field selection ® Find.

An alternative to searching with the field list is to place the cursor on the required item of information in the list and then use the Find function. The following overview shows you where to place your cursor to obtain specific information:

If you....	Place the cursor...
want to search for all line items which contain a certain entry (such as the date 3/7/95)	on a field in the "Doc.Date" column, which has the entry 3/7/95. Select the Find function
want to search for all line items in a certain time period	on the column heading "Doc.Date" and select the Find function. In the subsequent screen, enter the time period in the From...To...fields.
want to search for all line items which fulfill certain criteria	away from displayed values (such as in the status lines or in the command field) and then select Find

Sorting Line Items

You have two options for sorting displayed line items:

• In the Display G/L line items: Basic list screen, place your cursor on any value in the column according to whose value the line items are to be sorted and select Edit
® Sort.
• To use up to three columns to sort line items, place your cursor outside the displayed value (on the status lines, for example) and choose Edit
® Sort. A field list is displayed. Enter 1, 2 and 3 in the first, second, and third sort field. If you want to sort the line items in descending order, enter a 1 before the field of your choice and select the field Descending. If you want to sort the line items in ascending order, enter a 1 before the field of your choice and select the field Ascending. To have the system calculate the totals for each group, select the With totals field.

Instead of entering numbers for the sort sequence, you can select the fields sequentially with a double click. The fields are marked in the sequence they are selected.

Totaling Line Items

You can display a total of the G/L line items according to certain criteria.

• You have two ways of doing this: From the G/L account: Display Line Items: Basic List screen, place the cursor on a line item in a column (such as document type) and choose Edit
® Totalling.... The system totals the items according to a field you entered (for example, the document type).
• To total line items using other fields, first place the cursor outside the line items and then select Edit
® Summarize. A dialog box appears, and here you can select a summary variant (for example, Document type - posting key). To sort the items in descending order, select the field Descending.

You can also add a possible summary variant or change the possible summary variants. For additional information, read the FI System Administration Guide.

To add a variant, choose Options ® Customizing ® Totals variants.

When you select a totals variant, the system displays line item subtotals for the first field of the variant. You can then proceed as follows:

• Select a specific set of line items in the first list level (totals by first field of variant) by clicking on the line in the screen. The next list level is displayed.

For example, if the totals variant is Document type - posting key, select the line for AB (general document) and choose Goto ® Next list level. The system then displays the subtotals for all documents based on the posting key within the document type AB.

• To display debit or credit amounts of a sub total, choose Settings
® Debit/credit on/off. To display the posted document in a different currency, choose Settings ® Display currency.... The system is able to display the document currency, the local currency, and possibly the additional local as defined for the company code. If you have selected the local currency or the group currency as an additional local currency, you can use this method to display the posted totals.
• To go back to a previous level, choose Goto
® Back.
• To go directly from the totals screen to the list of line items, choose Goto
® Line items from the menu bar. When you want to display subtotals of line items, choose Goto ® Line items+subtotal.

SAP FICO Overview of List Levels in Line Item Display

When you search for or sum up line items, the system generates a list level . A list level is the level at which line items are processed .

To display line items from a previous list level, proceed as follows:

1. First select Goto
® List levels overview from the menu bar of the line item display screen.

The overview of list levels is displayed.

2. Select a previous list level to display line items from a previous search or total.

Note that after you select a previous list level, you cannot display a later list level. For example, if you have searched or totaled the line items four times, the system creates four list levels. If you go back to the second list level from the fourth list level, you cannot go forward to the fourth list level.

SAP FICO Displaying Totals Sheets in the Line Item Display

In addition to account type (customer, vendor, and G/L accounts) and sales, a totals sheet contains assigned subtotals of line items. To display a totals sheet, proceed as follows:

1. Select Goto
® Totals sheet from the menu bar on the Display G/L account line items: Basic list screen.
2. To display detailed information, select one line.
3. To go back to the line item list , select Back twice.

SAP FICO Choosing Currency for the Line Item Display

When displaying a line item total, you can display the totals in different currencies:

• Transaction currency (document currency)

• Local currency

• Local currency (display valuated amount). You must first valuate open items with the valuation program.

• Parallel currencies, if your system is configured accordingly.

SAP FICO Displaying Line Items in Foreign Currency

If you have posted any line items in foreign currency, you can display subtotals of these line items by currency in either the foreign currency or the local currency.

To display the subtotals of line items by currency:

1. Place the cursor outside of the line item value, for example, on the status lines.
2. From the menu bar of the screen Display G/L Account Line Items: Basic List, choose Edit
® Total.

In the next screen, you must select a totals variant.

3. Select the totals variant Currency.

The line item subtotals are displayed by currency.

To display the subtotal of these line items in local currency, choose Options ® Display currency. You can then select to additionally display the amounts in the local currency, valuated local currency, or document currency. The exchange rates used are those effective on the posting date.

To display the local currency next to the foreign currency in your line item list, define a corresponding line layout variant.

When you total the line items by positioning the cursor on a field, subtotals are calculated for all currency amounts in the line layout.

SAP FICO Displaying the Document for Line Items

To display line items with all account assignments, proceed as follows:

1. Click on a line item twice, or place the cursor on the line item and choose Environment
® Document from the menu bar.
2. To call up the next line item on the list, choose Goto
® Other functions ® Next list line. To call up previous line items on the list, choose Goto ® Other functions ® Previous list line.
3. To select the next item in the same document, choose Goto
® Next item. To choose the previous item in the same document, select Goto ® Previous item.
4. Choosing Back (F3) takes you back to the item list.

SAP FICO Displaying G/L Master Records in Line Item Display

To display the G/L account master record to which the line items were posted, proceed as follows:

1. From the menu bar of the Display G/L Account: Line Items: Basic List screen, choose Environment
® Master record.

The system displays the first screen of the corresponding G/L account master record. For more information on this, see G/L Master Data.

2. To go back to the line items, choose G/L account
® Exit.

You can access summarized information on the account, including the account number, company code, chart of accounts, currency, and accounting clerk, by choosing Environment ® Master record info.