SAP FICO Internal Correspondence

The following topics describe internal evaluations in the SAP system. This includes internal documents, the chart of accounts, and the account list.

For more information on external evaluations (balance sheet and income statement), see FI Closing and Reporting or the program documentation.

SAP FICO Internal Documents

Internal documents are those documents that you print out for your own accounting department or other departments. You can print out either a single internal document (such as one that you are currently displaying and/or changing) or a large number of internal documents. You will want to print out individual internal documents, for example, if you have made any transfer postings (such as those during closing). The multiple document print option is useful when you want to print a certain number of internal documents (you determine which documents are printed by limiting the print run with selection criteria).

The documents that you have requested to be printed must be printed separately. See Printing Correspondence.

SAP FICO Requesting Internal Documents

Internal documents are one of the types of correspondence available in the SAP system. The following topics are limited to a description of this correspondence type, since this is relevant to general ledger accounting.

You can request internal documents while you are entering and processing documents. You can choose the type of correspondence you want to print (for general ledger accounting this is usually only internal documents) from those that the system prompts you with while you are processing documents or accounts or while you are in another function.

Requesting Internal Documents and Document Extracts from Within a Function

Requesting Internal Documents when not in a Function

SAP Requesting Internal Docs and Doc. Extracts Within a Function

To request an internal document while within a function (a G/L account posting, for example), proceed as follows:

1. Select Environment
® Correspondence.

If there is more than one correspondence type available, a dialog box appears. If this is not the case, the system creates a request for the only correspondence type possible.

2. Select the correspondence type you require.

A dialog box appears in which you can make specifications for the correspondence type you have chosen. For internal documents or document extracts the system requires a document number. This number is usually generated by the system. This means that the Document number field is either not ready for input or already filled with the document number.

3. Enter the necessary data and select
ENTER.

The system confirms the request with a message.

If you want to print more than one internal document, you can also do this without making a request. See Printing Internal Documents Without a Request

Requesting Internal Documents when Not in a Function Internal Correspondence

An alternative to the method just described is to request internal documents when you are not in the above-mentioned functions. If you are within other functions, the system offers you all the correspondence types permitted for the company code in question to choose from.

To request correspondence in this way, proceed as follows from the General Ledger menu.

1. Select Account
® Correspondence ® Request.

You reach the screen for requesting correspondence.

2. Enter the appropriate company code and select
ENTER.

All subsequent steps are described in the previous section. See Requesting Internal Documents and Document Extracts from Within a Function

In this case the system cannot itself determine the specifications necessary for the correspondence (e.g. account or document number). You must therefore enter these yourself in a dialog box .

Editing Correspondence Requests Internal Correspondence

After you have requested correspondence, you have the chance to edit your requests once more before the correspondence is printed.

The system also provides several ways of deleting correspondence requests.

For more information on this, read:

Maintaining Correspondence Requests

Deleting Correspondence Requests

Maintaining Correspondence Requests Internal Correspondence

By using a special function, you can maintain your correspondence request in the following ways:

• print a request immediately (from the print view)

• repeat the print of a request (providing the request has not been deleted)

• display the request with the print view function

• repeat the request

• maintain the request text

• delete the request

You reach the maintenance function by selecting, from the General Ledger menu, Account ® Correspondence ® Maintain.

Then, in order to reach the individual editing functions such as "delete" and "maintain text", click on the menu entry Edit.

Deleting Correspondence Requests Internal Correspondence

There are several ways to delete correspondence requests:

• You can delete your correspondence requests while maintaining them. You access this function from the General Ledger menu, by selecting Account
® Maintain corresp. To access the editing function for deleting correspondence requests, click on the menu item Edit.

• You can delete several correspondence types at once. This is necessary, for example, if you have requested the wrong type of correspondence. To do this, select, from the General Ledger menu, Periodic processing
® Print correspondence ® Delete requests. Note that you require special authorization to be able to carry out this function.

Printing Correspondence Internal Correspondence

Generally speaking, correspondence is printed automatically. Program SAPF140 can be run in batch (without you needing to enter any parameters for it), once every day, to print correspondence. This report prints all the correspondence types that have been requested but not yet printed. Your system administrator has more information on this.

In certain cases, you may need to print the correspondence individually, that is, not using the automatic print function. In this case you have the following options:

• You can print your correspondence requests directly. See
Maintaining Correspondence Requests.
• You can run program SAPF140 directly. You may need to do this if you need, for example, to produce an account statement immediately. SAPF140 initiates the printing of correspondence by calling up the print reports belonging to the individual correspondence types. These programs generate the letters and send them to the print spool.
• Internal documents that you have requested are printed like any other form of correspondence. You can also print internal documents without first requesting them. For more information, read the section on internal documents.

When printing correspondence with program SAPF140, you can choose whether all the print requests should be selected, or only those for certain correspondence types.

For further information read the following:

Printing Correspondence with the General Print Program

Printing Internal Documents Without a Request

Printing Correspondence with the General Print Program Internal Correspondence

You use program SAPF140 to print your correspondence by following the steps below from the General Ledger menu:

1. Choose Periodic processing
® Print correspondence ® Acc.to requests.

You reach the selection screen for printing correspondence.

2. To print single internal documents, enter the document number, fiscal year and correspondence type.

If you do not enter any parameters, the system prints all the correspondence which has been requested and not yet printed. This should only be carried out in batch.

3. Choose
Program ® Execute or Execute and print.

The system informs you that requested correspondence types have been found. If you have not entered any parameters, you can end the processing by selecting F15 ( EXIT ).

The letters are then sent to the print spool. From there you can send it to a printer. You can display the entries in the printer spool by selecting System ® Services ® Queue .

Printing Internal Documents Without a Request Internal Correspondence

There is a separate print program for printing out internal documents which you can use to print a large number of documents without making a request. This may be necessary, for example, to print internal documents for the accounting documents which were generated by the recurring entry program.

To print without a request, select, from the General Ledger menu, Periodic processing ® Print correspondence ® Internal documents.

Chart of Accounts and Account List Internal Correspondence

The chart of accounts contains the G/L account number and description. You can go from here directly to the general data area of the master record. By choosing certain selection criteria, you can determine which accounts are contained in the chart of accounts (for example, you can select via the account number or the account group).

The master data for the G/L accounts is displayed in the G/L account list. This includes both the general data area and the company code-specific area of the master data. Again, you determine exactly which information is displayed by choosing certain selection criteria.

In order to print the chart of accounts or an account list, select the following menu sequence from the General Ledger screen: Periodic processing ® Reporting ® Report selection.

You will then see the application tree which contains all FI-relevant reports and variants. You can arrange reports and variants as well as create and print lists from within this report tree. You can also select any report you need by positioning your cursor on it. Start a report by double-clicking on it or by clicking on Generate list.

The reporting tree is defined in the G/L Accounting IMG. To access this function select the Select report for G/L account valuations step.

Account Statement Internal Correspondence

The account statement lists all the postings to and from a specified account for a given period. This is particularly useful for accounts that are not managed on an open item basis or with open item display.

You create an account statement with program RFAUSZ00.

To generate an account statement, go to the G/L menu and select Period.proc. ® Info system ® Report selection.

You will then see the application tree which contains all FI-relevant reports and variants. You can arrange reports and variants as well as create and print lists from within this report tree. You can also select any program you need by positioning your cursor on it. Start a report by double-clicking on it or by clicking on Generate list.

The reporting tree is defined in the G/L Accounting IMG. To access this function select the Select report for G/L account valuations step.

Listing Programs for Evaluations Internal Correspondence

As it is possible that not all the programs you require to carry out your evaluations are contained in the Financial Accounting menu, you can call up a list of all FI reports by proceeding as follows:

From the G/L menu select Period.proc. ® Info system ® Report selection.

You will then see the application tree which contains all FI-relevant programs and variants. You can arrange programs and variants as well as create and print lists from within this report tree. You can also select any report you need by positioning your cursor on it. Start a report by double-clicking on it or by clicking on Generate list.

The reporting tree is defined in the G/L Accounting IMG. To access this function, select the Select report for G/L account valuations step.

SAP FICO Internal Correspondence

The following topics describe internal evaluations in the SAP system. This includes internal documents, the chart of accounts, and the account list.

For more information on external evaluations (balance sheet and income statement), see FI Closing and Reporting or the program documentation.

SAP FICO Internal Documents

Internal documents are those documents that you print out for your own accounting department or other departments. You can print out either a single internal document (such as one that you are currently displaying and/or changing) or a large number of internal documents. You will want to print out individual internal documents, for example, if you have made any transfer postings (such as those during closing). The multiple document print option is useful when you want to print a certain number of internal documents (you determine which documents are printed by limiting the print run with selection criteria).

The documents that you have requested to be printed must be printed separately. See Printing Correspondence.

SAP Requesting Internal Documents

Internal documents are one of the types of correspondence available in the SAP system. The following topics are limited to a description of this correspondence type, since this is relevant to general ledger accounting.

You can request internal documents while you are entering and processing documents. You can choose the type of correspondence you want to print (for general ledger accounting this is usually only internal documents) from those that the system prompts you with while you are processing documents or accounts or while you are in another function.

Requesting Internal Documents and Document Extracts from Within a Function

Requesting Internal Documents when not in a Function

Requesting Internal Docs and Doc. Extracts Within a Function in FICO

To request an internal document while within a function (a G/L account posting, for example), proceed as follows:

1. Select Environment
® Correspondence.

If there is more than one correspondence type available, a dialog box appears. If this is not the case, the system creates a request for the only correspondence type possible.
2. Select the correspondence type you require.

A dialog box appears in which you can make specifications for the correspondence type you have chosen. For internal documents or document extracts the system requires a document number. This number is usually generated by the system. This means that the Document number field is either not ready for input or already filled with the document number.
3. Enter the necessary data and select
ENTER .

The system confirms the request with a message.

If you want to print more than one internal document, you can also do this without making a request. See Printing Internal Documents Without a Request

Requesting Internal Documents when Not in a Function in FICO

An alternative to the method just described is to request internal documents when you are not in the above-mentioned functions. If you are within other functions, the system offers you all the correspondence types permitted for the company code in question to choose from.

To request correspondence in this way, proceed as follows from the General Ledger menu.

1. Select Account
® Correspondence ® Request.

You reach the screen for requesting correspondence.
2. Enter the appropriate company code and select
ENTER .

All subsequent steps are described in the previous section. See Requesting Internal Documents and Document Extracts from Within a Function

In this case the system cannot itself determine the specifications necessary for the correspondence (e.g. account or document number). You must therefore enter these yourself in a dialog box .