SAP FI FAQs – G/L Account Master Records

1.    Discuss the concept of account groups and how they are used with respect to general ledger master data.

The account group contains a number interval specified by a lower and upper limit that controls the numbering for the G/L account master record.  The user must specify the number to be given to the G/L account at the time it is created.  Account group determines the field status (required, optional, suppressed) when creating the company code segment.

2.    What is the chart of accounts?

The chart of accounts is a list of G/L accounts.  A client may contain many COA’s, but each company code can be tied to only one specific COA.  Every G/L Account master record must be created at the COA level before it can be created for a Company Code.  The COA segment contains information such as the Account Number, Account Name, and Account Group.

3.    What are the segments of a general ledger master record?  Give an example of data that is stored at each level.

  • General data (COA level, Client level) – account name, type of account
  • Company code level – Field status group


4.    Company Codes 0001 and 0005 share the same Chart of Accounts.  They both share the same G/L Cash Account (110000); however, Company Code 0001 posts in USD while Company Code 0005 posts in DEM.  How will this affect the configuration of the G/L Account master record?

The Currency field in the Company Code segment of G/L Account master record 110000 for Company Code 0001 will be defined as USD, and in Company Code 0005, the Currency field will be defined as DEM.

5.    Lists two ways to create a G/L account.

  1. Create the account at the COA level and then at the company code level (Step-by-Step)
  2. Create the G/L account centrally, which allows the account to be created at the COA level and company code level at the same time.

6.    You have just logged on to SAP and you find that the text on your screen is in Danish.  Why?

The language chosen on the logon was Danish.  Logoff, and logon with English as the chosen language.

7.    Describe a sample account.

A sample account is a template that can be used to create GL accounts.  When used, the information defined in the sample account is defaulted into the company code segment of the GL account being created.  A sample account is not an actual account in the G/L.

8.    Your client has a division in Mexico.  They are interested in translating the chart of accounts from English into Spanish in SAP.  Can this be done?  Please explain.

Yes.  For every chart of accounts, the language in which the GL account name can be displayed must be defined.  The user maintains the GL account name for the languages specified.  The system does not translate the names of the accounts automatically; however, once the GL account name is translated in the desired languages, the system will select the correct name in the correct language.

9.    Explain open item management.

When selected (at the company code level), this setting will allow items in the account to be matched against an offsetting item and closed.  The GR/IR account is an example of an account that should be managed on an open item basis.

10.    Company code data on a GL account master record is categorized as Account Control, Account Management, and Document Creation Control.  Give examples of the data included for each of these.

Account Control:

  • Account Currency
  • Reconciliation Account for Account Type

Account Management:

  • Open Item Management
  • Line Item Display
  • Sort Key

Document Creation Control:

  • Field Status Group
  • Post automatically only

11.    Explain the relationship between the Sort Key and the Assignment Field.

The Sort Key defines the field(s) used to populate the Assignment field when a document is posted in the GL.  The assignment field is used as a sort criterion when displaying GL account line items.

12.    An account has been set up for a USD company code with account currency USD.  When postings are made to this account, the transaction will be managed in what currency?

USD – If the currency specified on an account is the same as the local currency (the company code currency), then the transactions posted to the account are managed in the local currency.

13.    An account has been set up for a USD company code with account currency MXN.  When postings are made to this account, the transaction will be managed in what currency?

Both MEX and USD – If the currency specified is not the same as the local currency, then transactions posted to the account are posted in the specified foreign currency (MXN), and the local currency (USD).

14.    Your client has determined they would no longer like users to make postings to a specific expense account.  How can postings be prevented?

“Blocking” can be used to prevent posting to a vendor, customer, or G/L account or the creation of an existing master record at the company code level.

15.    What happens if a user attempts to make a posting to an account that has been marked for deletion?

When attempting to post a business transaction to an account marked for deletion, a warning message will appear.  Since it is only a warning (versus a hard error), the message can be overridden by pressing the enter key and the transaction can be completed.

16.    In addition to marking an account for deletion, what additional step is recommended to prevent postings.

It is recommended that in addition to marking an account for deletion, the account is also blocked.  Blocking the account will ensure future postings are not made until the account can be deleted.

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