How to Post, change or display a general ledger document

How to Post, change or display a general ledger documentYou can post a general ledger document through transaction FB50 or by using following path;

SAP User Menu > Accounting > Financial Accounting > General Ledger > Document Entry > FB50 – Enter General Ledger Document

You will have two sections to post a general ledger document. In the first, head section needs to be filled up which will be valid for the entire document (all the line items about to post) and line item for each of your debit and credit transactions. 

Prerequisite before posting a general ledger document

Following settings are to be placed before you post a general ledger document;

  • All the general ledger accounts are to be created through transaction FS00 in SAP FI Module.
  • If general ledger accounts required to be assigned with a cost object then the cost objects need to be created.
  • Number range should have been created for your company code and that need to be assigned to the document type.

You can simulate your transaction before posting it to SAP FI.

How to changes a General Ledger document

You can change a general ledger document through transaction code FB-02 or by using following path;

SAP User Menu > Accounting > Financial Accounting > General Ledger > Document > FB02 – Change

If you don’t have the document number to change then click on the tab “List” to display all the documents posted in SAP.

Enter the document number to be changed, company code to which this document related and the fiscal year. SAP will display you the change screen of the document that needs to be changed.

To change an item you need to double click on it. SAP will not allow changing certain items in general ledger document. You can change the assignment field and the text field by default.

To change the general ledger account or cost object or any other filed you need to reverse the original transaction and then repost with your new requirements.

Save the settings to have the change effect.

How to Display a General Ledger Document

You can display your original posted document through transaction code FB03 or by using following path;

SAP User Menu > Accounting > Financial Accounting > General Ledger > Document > FB03 – Display

You can display all your General ledger posted documents through this transaction code. The screen of display general ledger account document is same like changing a general ledger document.

How to Reverse a General Ledger Document

If you have done any mistake during your general ledger document posting which can not be changed through FB02 then you need to reverse the document and repost with the correct details. There are two ways of reversing the general ledger document;

  1. You enter a negative posting with the same value as in original document. The net impact of both the document will be zero and then you post the transaction with correct details.
  2. You use transaction code FB08 to reverse the original document and then post another document with correct details.

The second option is always recommended as by using transaction code FB08 your reversed document will always have a link to the original document posted wrongly.

You can also use following path to reverse a general ledger document;

SAP User Menu > Accounting > Financial Accounting > General Ledger > Document > Reverse > FB08 – Individual Reversal

Enter your document number, company code, fiscal year of document and the reversal reason and click on “display before reversal” to display the general ledger document.

Following reason codes are available in SAP to Use;

01        Reversal in current period

02        Reversal in closed period

03        Actual reversal in current period

04        Actual reversal in closed period

05        Accrual/deferral posting

After analyzing the document to be reversed you just click on save button to post the transaction.

Prerequisites before reversal posting

Following settings are must before you reverse a general ledger document through transaction code FB08;

  • Your company should be defined to allow negative posting (you can check this with transaction code OBY6) and
  • The original document posted should allow negative posting (this option is available while posting the document).

How to post a general Ledger document with reference to another document

You can post a new document in SAP FI with reference to an originally posted document. You can post this document through transaction code FBR2 or by using following path;

SAP User Menu > Accounting > Financial Accounting > General Ledger > Document Entry > FB50 – Enter General Ledger Account Document

After hitting the transaction code or the above path double click on FB50 – enter general ledger account document option

Now enter the document date and posting date. Then select Go to > Post with reference. Now you enter the document details to which you want this transaction to refer while posting. You can change the document details as per your requirement and click on save button to post the document. you can change, display or reverse such document in the same way as you do for your normal general ledger document.

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