accounting document number range assignment

Define Document Number Ranges in SAP

Last Updated on August 5, 2022 by admin

Document Number Ranges in SAP

Document number ranges are defined at the specific interval within which documents should be created in SAP. Document number ranges depend upon company code and are valid for the defined year. We can assign one or more document types to each number range. The number range becomes effective by the document type specified in document entry and posting.

• T-Code to Maintain document number ranges:- FBN1
• IMG Menu Path:-

Implementation Guide > Financial Accounting > Global Settings > Documents > Document Number Range > Define Document number range

Step 1: – Enter T-Code SPRO in the Command Field of the SAP Easy Access Menu Screen and press enter key on the Keyboard.

Step 2: – In the next screen, click on Click SAP Reference IMG 

Step 3:- Follow the menu path as per the below screenshot.

Step 4: – In the next screen, update the company code and click on change intervals.

Step 5: –  Next, Click on Insert Interval

  Step 6:- Let’s create a number range for document type “AA”

1. No: – Update the Number range code of document type AA

2. Year:- Enter Year

3. From Number: – Enter from number

4. To Number:- Enter To Number

5. Current Number:- By default, the current number will be “0.”

6. Ext:- Type of number assignment i.e. for Internal or External

7. Save:- Click on the save icon to save the settings

8. Interval:- Click on Interval to maintain the number range for another document type

Document number ranges are successfully configured in SAP.

How to Define Document Type and Number Range in SAP FICO

Preface – This post is part of the SAP FI series.

Table of Contents

Introduction

In this article, we will learn:

List of Account Types in SAP

List of standard document types in sap.

• How to define Document Type
• How to describe a Number Range

How to define Document Type?

SPRO -> IMG -> Financial  Accounting  -> Financial Accounting Global Setting -> Document -> Document Types -> Define Document Types -> Execute

1. Go to the path mentioned above

2. Click on New Entries

3. Provide the details.

• Document Type Key
• A number range for the Document Type
• An Account type which you would like to do posting
• Also enter an Appropriate Selection in the Control Data Section

4. Click on Save

How to describe a Number Range?

1. Press the ‘Number range Information’ Button in the properties section.

2. Provide details.

• Company Code

3. Click on insert interval

4. Provide details.

• Unique number range key
• Fiscal year
• Start and End Number of range without overlapping other Number Ranges
• Mark checkbox External if you want to insert the Document number manually during document creation
• Click Insert button

5. The new number range is listed.

NOTE : You can assign a number range to one or more document types.

A Full Stack Developer with 10+ years of experience in different domain including SAP, Blockchain, AI and Web Development.

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• How to Define Posting Period Variant in SAP

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You can assign one or more document types to number range. The number range is applicable to document type as mentioned in the document posting and entry.

How to define Document Number Ranges in SAP FI?

You can define document number ranges in SAP FI in two way. You can either use the T-code FBN1 or go to SPRO → SAP Reference IMG → Financial Accounting → Financial Accounting Global Setting → Document → Define Document Number Ranges → Execute.

A new window will open. Enter the company code and click Change Intervals as shown below.

It will open another window. Click Insert Interval.

Enter the following details −

No − Number range code.

Year − Enter Year.

From Number − From number.

To Number − To Number.

Current Number − (By default it will be 0).

Ext − (Internal or External)

After providing all these details, click Save to save the changes.

2826591 - Accounting Document Number same as Billing Document Number - SAP S/4HANA Cloud Public Edition

The requirement is to have billing document number same as accounting document number.

Environment

SAP S/4HANA Cloud Public Edition

For synchronization, mark the billing as internal and the accounting as external.

Detailed steps:

• SSCUI ID 102819 - Setup the number range for SD billing, mark as "Internally"
• SSCUI ID 102495 - Setup billing type, assign Number range for the billing and the default accounting document type
• SSCUI ID 101702 - Setup the number range for accounting document per company code, make sure the number range here is exactly the same range as the one defined for billing. Mark it as "Externally"
• SSCUI ID 101522 - Assign the number range to the accounting document type

RV, VN01, VOFA, FBN1, OBA7, , KBA , SD-BIL-IV , Processing Billing Documents , Problem

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• ❯ Assign number ranges to customer account groups

Assign Number Ranges to Customer Account Groups in SAP

How to assign number ranges to customer account groups.

In this SAP tutorials, you will learn how to assign number ranges to customer account groups step by step by using transaction code OBAR. In our previous training tutorial, we have learned how to create customer account groups in SAP .

Configuration steps

You can assign number range intervals to customer account groups by using one of the following navigation method.

• Transaction code: – OBAR
• Menu Path: – SPRO > Financial Accounting (New) -> Accounts Receivable and Accounts Payable –> Customer Accounts —> Master Data —-> Preparations for creating customer master data —–> Assign number ranges to customer account groups.

Assignment Procedure

Step 1) Enter T-Code “OBAR” in the SAP command field and press enter.

Step 2) On change view “Assign Customer Acct Groups –> Number Range overview screen, click on position button and enter customer account group key in the given field. So the customer account group key displays on top of the screen.

Step 3) Now update the customer account group number range interval “TK” in the field number range as shown below.

Click on save button to save the details.

Step 4) Now you are prompted for customizing request number, choose the request and save the assigned details.

Successfully we have assigned number ranges to customer account groups in SAP .

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Explaining the Usage of Document Types, Document Numbering and Posting Keys

After completing this lesson, you will be able to:

• Use journal entry types and document numbering in SAP
• Explain the use of posting keys in SAP

Journal Entry Types and Financial Document Numbering

Global Inc. is subject to stringent standards of the financial regulator. Jill is going to learn how the correct use of document types is a prerequisite for providing correct classification, analysis, and reporting of financial data. She will also review how SAP handles the numbering of financial documents, which is a basic requirement for both external and internal reporting.

Jill has looked at the daily posting tasks of a colleague and has observed that the posted financial documents were mostly automatically supplied with a document number. She noticed that the document numbers sometimes had different leading digits and different lengths. She is somewhat confused and would like to understand the basic systematic here.

An accountant working in the finance department in day-to-day business does not need to know every possible setting in the SAP Financial Accounting system configuration. However, it is helpful to know the basic logic and check routines that can be set in the system. This facilitates the correct entry of information and helps in reacting to system messages.

Back to the business user in financial accounting. First, it is important to understand that there are different elements in the financial accounting documents that control the concrete posting.

These elements are usually created and maintained in system configuration either by SAP directly or by the project team at the customer site. SAP mostly delivers basic system settings, but for some system configuration objects each company can decide within a defined framework which settings are the most suitable for the company and its processes.

First, let's have a closer look at the financial document header. The most important control element in the financial document header is the so-called journal entry type (also called document type).

Why Is the Journal Entry Type an Important Control Element?

Every day, hundreds of financial documents are created in a company. The auditors prefer that all documents are stored in different categories according to the business transactions (such as customer credit memo, vendor invoices, authorized expenses, and so on). The technique to achieve this goal is to use unique journal entry types for specific business processes.

It’s very helpful for the accountants to identify the same kind of documents by a unique journal entry type.

Here are some examples for journal entry types:

• SA – G/L Account Document
• KR – Vendor Invoice
• DG – Customer Credit Memo

The payment program uses the journal entry type ZP (Payment Posting) for most of its automatic postings.

Journal Entry Types and Allowed Account Types During Posting

Let's take a closer look at the journal entry type SA.

You’re right, it doesn’t make sense because the journal entry type SA should be reserved for G/L postings to G/L accounts. It is very helpful that a journal entry type also contains information about which accounts can be posted to (account types allowed for postings). These are, for example, assets, customer, vendor, G/L account, and so on.

Journal Entry Types and Required Fields During Posting

Various business transactions require different types of data within a document. Some data is mandatory for specific postings. During posting, mandatory fields are sometimes shown on the screen. A posting cannot be made until all required entry fields have been filled.

The journal entry type contains information about which fields in the document header are mandatory fields. For example, when posting accruals, the accountant should enter a text in the document header that explains the circumstances for which this accrual is required.

Journal Entry Types and the Numbering of FI Documents

Another requirement of the auditors is that similar documents can be found in the same number range. The document entry type is therefore also responsible for the document number used. It is possible to assign a separate number interval to each journal entry type.

Using internal numbering, postings with the same journal entry type are then posted with the next number of the assigned number interval.

Additional Information to Journal Entry Types

The SAP system is delivered with journal entry types that can be changed or copied. All the settings of the journal entry type, number ranges, or internal/external numbering are part of the configuration. Therefore, these settings can differ from company to company.

Journal entry types can be valid for all company codes. However, the number intervals used can be different for different company codes.

Additional Information to Document Number Ranges

In the system configuration, settings for each journal entry number / number range, the customer can decide for the beginning of the new fiscal year:

• To continue numbering using the number after the current number
• To restart with the first number of the number range

In this video you find out how internal numbering works in SAP and how you can create a list of FI documents with the same journal entry type:

Posting Keys

Now, let's have a closer look at the document line items. An important control element in the document line items is the so-called posting key.

Line items in financial documents always include a posting key. Jill will discover that the posting key is mainly used to represent debits and credits in the system, but it also drives some additional functions.

The posting key is an object that is not visible to the accountant when posting G/L documents and usually does not have to be entered manually in the system. During posting, information has to be entered about which amounts are to be posted on the debit side of a certain account and which on the credit side of an account.

For G/L postings, the accounts posted to are always G/L accounts. However, we also have postings to vendor accounts and customer accounts.

To manage the posting data internally in the system, the information about debit/credit and which type of account was posted to is translated into a posting key element. This happens automatically. No input from the user is required. However, the user can display this object in the system when displaying documents. Sometimes, this object is also useful because it can be used to identify more precisely which type of posting transaction is involved.

In most of the apps, you no longer need to enter the posting key. However, it is good to know the postings keys for G/L documents.

There are only two:

• for debit (d) postings on G/L accounts: posting key 40
• for credit (c) postings on G/L accounts: posting key 50

Normally, the posting key is not displayed in the document overview, but you can show it using the settings.

In the SAP system, there are many standard posting keys (G/L accounts, vendor postings, customer postings). In our next topic, we will explore the importance of working with financial posting periods and the use of dates in postings.

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How to Create Document Number ranges for Company Code?

To create document number ranges for company code

IMG > Financial Accounting >Financial Accounting Global Settings>Document> Document Number Ranges> Define Document Number Ranges.

Transaction Code:- OBA7

Here we can create the number ranges for documents.

Create Document Number ranges for Company Code

For each number range we can specify,

1),A number interval from which document numbers are selected

2), The type of number assignment (internal or external)

We can assign one or more document types to each number range. The number range becomes effective via the document type specified in document entry and posting. Number ranges for documents are company code-dependent.

We must therefore create your number ranges for each company code in which the document type is used, namely with the same number range key. The number intervals must not overlap. If you use year-dependent number ranges, you can specify the same interval with the same key several times for different “to- fiscal years” (the limit up to which a number range is still valid).

If you want to define number ranges, which are independent of the to-fiscal year, enter 9999 in the to- fiscal year field.

For sample documents, use a number range with key X2, for recurring entry documents with key X1.

These keys may not be used for other number ranges.

To copy from another company code:-

Click on copy and update the company to be copied from 0001 and company to be copied to 9100.

You get the following message:-

The number ranges are not transported automatically. It is advisable that you manually maintain number ranges in each system (quality, production). To manually create number range proceeds as follows:-

Click on Intervals

Click on +Interval and update the following fields:-

To Click Save entry.

Thus Document number ranges are created for company code 9100. These number ranges are year dependent. For company codes posting the number ranges should be defined as year dependent. Note that the number intervals are not included in the customizing request they need to be transported manually.

Click on Interval ->Transport

Also Se:  Maintain Number Ranges for Controlling Documents

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