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Apr
8th

SAP Document

Author: admin | Files under SAP Tips

SAP ERP system is based on “document principle”. Every business transaction posted in an SAP system creates and stores document number. When you post an invoice or payment, document number is created. When you post reverssal of the invoice or payment, another document number is created. The document provide an audit trail for all transactions entered into the system. You can have a complete record of all transactions executed and posted in the system.

The SAP system enables you also to drilldown from the display balance to the original transactions. For example, you’re displaying the customer balance. You can trace the original transaction through the document environment. You can display the original document where a specific transaction originated.

When you post transaction in Financial Accounting, it creates various documents, depend on the components involve. Individual document is created for Financial Accounting,  Profit Center Accounting, Profitability Analaysis, and Cost Center Accounting. Do remember that the components of SAP ERP system are integrated. You don’t need to update individually each component.

There are two main parts of a SAP document:

1. HEADER

The header part contains information such as the posting date, document date, company code, currency, reference, document header text, and document number. The header part applies and valid to all line items in a document.

2. LINE ITEMS

A journal entry compose of line item entry, debit and credit. Each journal entry should have a debit and a credit and the balance should always equal. The line items contain information like the posting key, account, amount, assignment, text, and account assignment fields. Each line item are independent from the others.

Furthermore, you can also control what specific fields can still be changed to a posted document. However, in SAP standard, there are fields which are set to be permanently non-modifiable for control purposes e.g. amount, document number, posting date, document date, currency, company code and CO assignment field.

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