Sharing A GL Account Master Data Among Codes
Okay, now similar to customer, we will explore how SAP allows same G/L account to be created and shared by all the company codes in the group.
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Let me refresh your memory. I’ve already explained about the different areas available in the G/L account. Just to recap your memory, just hang on. Each G/L account master data will have a chart of account area. COA means Chart Of Account. Okay. Let me just change it to chart of account area, and it’ll also have a company code area, which means that any information which needs to be shared by all the company codes, such as the name of the G/L account, type and description will be maintained in this area so that it can be shared among the company codes, and any fields which needs to be company specific, it means cannot be shared by the other companies, then it will be maintained in the company code area, such as control data, create bank interest information. Now, we will see these functions in action.
Okay, let me just open up this. Okay. We have a company headquartered in the US, and we have a requirement whereby we have a test bank. It’s a bank account which needs to be used by all the company codes, the G/L bank account. Now, if you don’t have the sharing capabilities in a conventional ERP application or non SAP application, you have to create a separate G/L account code for each company, even though it’s the same account. But in SAP, you don’t have to do that. You can create only one G/L account for the single test bank and share it across the company codes. We will see how it works now. You see this In chart of accounts, you have to come here. Remember we created the all our G/L accounts centrally here. We don’t do that now. We create in chart of accounts first, so that you can understand the difference.
I’m going to create this account under Sun chart of accounts. Enter. It does not exist. So you choose, create. It’s a balance sheet account and just put, test bank and test bank. See, I have only tabs here. I cannot see the other tabs. You cannot see these fields here, right? Let me just show you. You can’t see these fields there because this is being created in the chart of accounts area which is this, so you can see only type, description, keyword information. Now, you save this. Oh, you need to enter the account group. The account group is current assets. Save this. It’s saved.
Now I’m going to copy this. I’m going to go to this centrally here, and I’m going to change the company code to, Tes2, and see whether it exists. It does not exist for Company Code Tes2, because I have not created it. It’s only created for Company Code Sun.
Because I have just created it under the chart of account, Sun, so it’s not created for Company Code, Sun, yet. So in order to do that, you have to go to In Company Code, create In company code, and put in the G/L account here and put in the Sun Company Code, and choose this, create, so it’ll be created now.
See, here in this company code area, you can see the control data, create bank interest and information as shown here. Alright, let me go here. So what I’m going to do is, for Sun company code, I’m going to enter this, let me just select a place where I can change the code. Field status group is a good example. I’m going to use a field status group, 3001 for Sun Company Code. I save this, okay? G001. What I’m going to do is, for Tes2 company code, I’m going to change Field Status Group to something else to prove to you that whatever changes that I do in the Tes2 for this field will not be reflected in the Sun Company code for the same field. I’m going to prove that to you.
Alright, now let us create the same company code under the Test. Now I’m going to create for Test company code. That means I’m going to create the same company code for India. Let’s assume Tes2 is India and Sun Company code is a US company code. I’m going to create, so it’s created. As I told you earlier, I’m going to choose something else. Let’s say, G003, and I go here, and I save. Alright. Let us see here, field status group, G003, and look at this. This is a description of the G/L account which is copied from the chart of account area Test bank. You didn’t enter Test Bank anywhere because this is copied from the charter of account area. Remember? Let me just open another one.
Okay. See, chart of account area for this G/L account has got a short text called Test Bank, so this is being copied to the company code area, Test Bank because it’s a shared. Any field that is available in the Chart of Account area is shared. But for Tes2, it’s G003. Remember I put something else for Sun. Let me take you there. It’s already been created. I’m just going to display it. See, G001, even though it’s the same G/L account. Notice here, it’s the same G/L account, but it has got different field status group for different company code, so that’s the advantage of the fields available in the company code. If you update anything here, it will not be reflected in the other company codes.
But it’s different for chart of account area field. This is the chart of account area field, the short text. Let me just change it to Test Bank 2, Test Bank 2. Let us see whether it’s updated in all the company codes. Now, I go back here. I’m going to display again. It has to be refreshed. Let me just come in again. Yeah. See, it’s refreshed now. Test Bank 2 for company code Sun. How about company code, Tes2? Let us see. See, it’s also updated. Even Tes2 has got a new description, G/L account description, because this field, short text here is in the chart of accounts area, which is a shared field. That’s the advantage. Practically, you can’t be switching between these two screens to see all these tabs because in the Chart Of Account area, you can see only the tabs available for the Chart Of Account area, and for the company code area, you can see only the tabs available for the company code area. You can’t be switching screens. You would expect a single screen where you can see all the six tabs. So in order to see that, you’d go here.
Go back and go to, Centrally. If you go to Centrally, you can see all the tabs. Altogether, six tabs. It’s a combination of Chart Of Account tabs and company code tabs. Alright. That’s about it.
You may watch the full course on the following YouTube link
https://www.youtube.com/watch?v=jqU9E55OfWY&list=PLN17Nn94liux88cwVwqbiRQQo1qK4sOdQ&index=67