Document types are used to identify the business transactions. Sap has already defined the document types for various transactions; we can use those document types. Otherwise we can create the document types as per the request of the client. But, make all possible efforts to make use of the defaulted document types. Every document type should subscribe with the reverse document type. Account type
The following are the important document types for finance module. The other document types will be discussed latter.
Every document type should be assigned with a number range (which was defined by sap). For that number range we have to assign the number range interval. With the help of number range interval the system stores the data in serially. The screen appearance of the document type is as under. The number range can be given in the following screen itself by selecting the number range information button or if we want to give separately we can go the transaction code: FBN1. Select the document type and click on details button. You will be displayed with the attributes of the document type. You have observed the main points as follows.
- 1. Account types which can be allowed with this type of document
- 2. Whether it allows the negative posting or not?
- 3. The foreign exchange rate type applied with the document type
- 4. The field status of the header data of the document
- 5. And other control functions can be allowed for this document type.
Document type controls the field status of the document header data. It controls the reference number and document header text. If you select any check box while creating, the systems promts those field as ready for input mode while entering the document. We can restrict the document type for specific purpose by selecting the special usage check boxes. Accordingly system controls the applicability of the document. You can not use the document except for the specified purpose. Document type controls the exchange rate type to be applied with the document type. Specify the exchange rate type in the provided column.
PATH: SPRO>IMG>Financial Accounting> Financial accounting global settings> DOCUMENT>DOCUMENT HEADER> DEFINE DOCUMENT TYPE: TC OBA7.
We can define the document type by clicking the new entries button. Give two characters ID: document type and description Give the number object: two character id and always mention the reverse document type also. Select the account types to be allowed with this document type and select the required control data and save the document type. Generally SAP advised to use the defined document types or create the document types with copy function to keep the defaulted settings in tact. Otherwise ensure all the settings carefully.
To give the number range interval click on number range information give company code: 2006
Click on change interval button
Click on insert interval button (top left corner)
Give no: 03 (which is the number range for sa document type)
Give the year: current year
Give the from number to number
Click on insert button (bottom left) and save the data. A message will be displayed click on continue button and save. The screen appearance will be as under.
Other wise we can give the number ranges through navigation also. The transaction code is FBN1. We can copy these number ranges from year to year sometimes from company code to other company code also. The number ranges are defined to store the business transaction in the system serially. It is useful to identify the documents posted in the system. While configuring the number range intervals we must assign the number object invariably.
if you want continuous number rage irrespective of the years give the year up to which you want the number range interval is applicable. Otherwise you want year specific number range give the present year only. If you select the external check box you have to maintain the striatum manually, if you don't select that check box the system maintains the striatum as per the request of the client we have to configure. The current number displays the number of documents posted so far.
