What is Reference Document in SAP ?
A reference document is a document from which data is copied to another document. Both the recurring & sample document in SAP are reference documents. They are mainly used to post transactions to General Ledger Accounts. Reference documents are useful when there are many entries to be done, such as many debits and credits
Reference Document -
Recurring Document - FBD1
Sample Document - F-01
PATH >> SAP Easy access > Accounting > Financial Accounting > General Ledger > Document Entry > Reference Documents
What is Recurring Document in SAP ?
A Recurring document in SAP is a business transaction that repeats regularly. Once the Recurring entries are created they get posted into the SAP system as per the defined schedule. You can use recurring entries in General Ledger, Accounts Payables, and Accounts Receivables postings.
Some examples of recurring entries include: Rent, Lease payments, Prepaid insurance, Office rent, Insurance expense where the same amount is posted over regular periods.
>> To create Recurring Document with T-Code FBD1-
STEP 1: Enter company code, First Run & Last Run, Interval , Document type
First Run on - Date from which the first recurring entry is to be carried out.
Last Run on - Date up until which the final recurring entry is to be carried out.
Interval in months - Interval, in months, between each run of the recurring entry.
Run date - Calendar day on which the recurring entry is to be carried out. If you do not specify a day, then the calendar day which you entered in the "First run on" field is used.
STEP 2: Enter values for 1st line item fields.
STEP 3: Enter values for 2nd line item fields and Post
Document 9100000000 was stored in company code BAJA.
Path to Execute : SAP Easy access> Accounting> FI> GL> Periodic Processing > Recurring Entries >
>>To view list of Recurring Documents use T-Code F.15
Enter company Code, Fiscal year , Document number and Execute to view list.
>> To Execute Recurring Document with T-Code F.14
STEP 1: Enter Company Code, Doc. Number, Fiscal year, Next Run on and Execute.
Session SAPF120 was created.
STEP 2: Go to 'Batch input: Session' with T-Code SM35 , select and process the batch (keep pressing enter until process is finished)
Check Document posted with T-Code FB03L
What is Sample Document in SAP ?
Sample document is a reference document for the original documents. It will not update any transaction figures. We can use the sample documents for month end provisions.
>>To create Sample Document with T-Code FBM1
STEP 1: Enter Company code, Posting date, Doc type, Period, Currency and press Enter
STEP 2: Enter the line item value fields and click on Post
Document 9299999999 was stored in company code BAJA
>> To view the sample document use T-Code FBM3
>> To post sample document with T-Code FBR1
STEP 1: Enter Document Number,Company Code, Fiscal year and press Enter
STEP 2: again press Enter
STEP 3: Check the document(modify if necessary) and click on Post.
Document 100000008 was posted in company code BAJA
Difference between Sample & Recurring Document
SAMPLE Document | RECURRING Document |
A Sample document is created as a template. | It is used for Accrual or Deferral, where transaction occurs every period. |
Can change all the fields except company code and currency | Can change the posting date & cannot change the amount |
Posted with reference any time. | Executed at Period-End. |
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