How is ‘Master Data’ different from ‘Transaction Data’?

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There are three kinds of data residing in any SAP system:
1. Table Data
2. Transaction Data
3. Master Data
Table Data refers to the customized information for a particular Client. This includes data such as
payment terms, discounts, pricing, tolerance limits, etc., which you do not normally change on a
day-to-day basis.

Transaction Data is the day-to-day recording of business information such as purchase orders,
sales returns, invoices, payments, collections, etc. This includes both system-generated data (tax,

discount, etc., automatically calculated by the system during document posting) as well as user-
generated data.

Master Data is the control information required to decide how transaction data gets posted into
various accounts (such as customers, vendors, GL, etc.). The master data is usually shared
across modules (for example, customer master records are common both to FI and SD in SAP)
obviating the need for defining it in various application areas. The master data remains in the
system for fairly a long period.
In the case of GL Master Records, the data is created in two areas:

1. Chart of Accounts Area (common to all Company Codes: Chart of accounts, GL
account number, account name (short and long text), B/S or P&L indicator, account group,
etc.).
2. Company Code Area (specific to that particular Company Code: Company Code, tax
code, currency, open item management, line item display, sort key, etc.).

In the case of the Customer/Vendor Master Record, the data is created in two areas:
1. Client Specific (general data such as account number, name, telephone, bank
information, etc., which is common to all the Company Codes using this master).
2. Company Code Specific (valid only for the Company Code, this includes: terms of
payment, dunning procedure, reconciliation account, sort key, sales area, purchasing
information, etc.).

Can You Post an A/C Document if the ‘Credit’ is not Equal to the ‘Debit’?

In general, unless the ‘debits’ equal the ‘credits’ in a document, you will not be able to post the
document. However, the system allows you to post some of the documents, even if this not true,
which includes the following:
Noted items: this will contain only a debit or credit. Since there is no updating of accounting entries, the system will allow you to go ahead with the posting of these items.

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