DOCUMENT TYPES AND NUMBER RANGE

Document types and number range

Document type in SAP is represented by 2-character code as AA, SA, DA, KA etc. and account type is always denoted by 1 character as
S [General ledger]
A [Asset]
D [Customer]
K [Vendor]
It specifies which accounts a particular document can be posted in. It defines the number range in the documents and allows us to control the type of accounts that can be posted to assets, vendor, customer. SAP has facilitated us by providing reversal of the entries in document type and also, we are able to assign one or more document types to number ranger. The number range is applicable to document type as mentioned in the document posting and entry.

 Document Number range is of two types:

1. Internal: The system will generate the number sequentially.
2. External: The user has to give the number by his own choice.

A number range must be assigned to each document type. One number range can be assigned to one or more document types. Number range for document type is company code dependent. The number range must not overlap. The number range may be year dependent or independent. You can define number ranges for each company code, this code can use the same number interval. You can define no. range intervals as year specific. We can also define alphanumeric number ranges in this case the document number can only be assigned externally.

For every number range we must specify the following things
1. Account key
2. Account validity date until which the number range is valid.

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

[T code - OBA7]

STEP 1

Enter SPRO in the command field.

STEP 2

Select SAP Reference IMG

STEP 3

Financial accounting (new) >> financial accounting global settings (new) >> document >> document types >> define document types for entry view

STEP 4

Select SA for General ledger account document and select details button

STEP 5

Select number range information button

STEP 6

Select company code from drop down button and select change intervals button

STEP 7

1. No: Enter Number range

2. Year: Enter Year

3. From Number: Enter from number

4. To Number: Enter To Number

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

Note:

All departments of a company code want to start their number ranges from 1. But it is not possible. In a live environment, number ranges are not transported to the production server client. It will be decided by respective department heads. At the time of customization all department heads sit together and decide what will be the account serial numbers. Same thing for the other department they decide and tell the consultant. According to their decision, the consultant will customize the document number and number ranges.

 General ledger [SA], Purchase, [RE], Sales [RV] departments head decides their serial number will be started from such number to such number.

In normal accounting we say it Voucher in SAP it is Document.

 

STEP 8

Select the save button and ignore the warning message and press enter.

 

 

Copying document number range from company code

Document number range can be copied from one fiscal year to another within a company code or within a range of company code.

[ T code - OBH1]

SPRO >> financial accounting >> financial accounting global settings >> document >> document number range >> copy to company code

 

Copying document number range from one fiscal year to another

Document number range can be copied from one fiscal year to another within a company code or within a range of company code. Document Number range is company code dependent. In SAP FI we must have to create our own company code document number range before posting any transaction otherwise the system will not allow us to post any transaction.

* Plan and decide before configuration with the business process team for creation of such type of configuration if once these types of configurations are created it's difficult to change and manage.

[ T code - OBH2]

SPRO >> financial accounting >> financial accounting global settings >> document >> document number range >> copy to fiscal year

Questions related to:

1.What is document type?
Document type is denoted with two character such as AA, SA, DA, KA etc.

2.What is document number range?
The document number range in the documents and allows the user to control the type of accounts that can be posted to assets, vendor, customer.

3.What is the need of document number range?
The requirement of document number range is to assign to the number range. One number range can be assigned to one or more document types. Number range for document type is company code dependent.

4. Is document number range mandatory for company code?
Yes, the document number range is mandatory for company code.

5. How many types of document number range?
There are two types of document number range:
1. Internal: The system will generate the number sequentially.
2. External: The user has to give the number by his own choice.

6.What is the specific things maintained in document number range?
For every number range we must specify the following things
1. Account key
2. Account validity date until which the number range is valid.

7. What is reverse document type?
Reverse document type is created for all document type like vendor customer, general ledger for rectifying the entries. This cancels the original one.

8. Is there any possibility of reverse the document type?
Yes, there is reverse document type for every document type like for
SA General ledger - AB,
KR/KZ vendor - KA
DR/DZ Customer - DA

9. Is there any chances to reverse the reverse document type?
No, there is no such possibility to reverse the reverse document type.