MIST 5600 – Integrated Enterprise-Wide Systems
G/L and Purchasing
Name _________________________________________
Exercise 5
Integration of G/L, Vendor Records, and
Purchasing Records
In this exercise you will see how G/L master data and Vendor master data are integrated
into the purchasing process, and how the purchasing process integrates with the G/L.
To create and use a new G/L account you will have to enter it into the chart of accounts for
the enterprise (the client), specify it as usable by a particular company (legal entity within the
enterprise) and assign it as a cost element to a particular controlling area. To create and use a new
vendor, you will have to create it for a particular company (legal entity) and then assign it to
(authorize it for) a particular purchasing organization. Thus we see three different "views" of the
organization contained in SAP: the financial accounting view, the controlling view, and the materials
management view.
Once all this is done, you will be able to enter a purchase order to buy new materials from
our new vendor, and allocate those costs to the new G/L account. You will be able to trace back to
the origination point of financial documents originating in Materials Management.
A. Create a General Ledger Account
Create a new general ledger for Recycling Expense in chart of accounts CAUS (United States).
Since it is an expense account, make sure to attach the account to a P&L (Profit and Loss) account
statement type. We will be closing out the balance of this account to Retained Earnings account
900000 at year-end. For organizational purposes attach this account to group General G/L
Accounts. Use the account number 4044XX for your new account. It will be mapped to the
Corporate group chart of accounts CONS using account number 312600 (other general expenses).
Note the number of your new general ledger account.
A1.
Select Accounting  Financial Accounting  General Ledger  Master Records 
Individual Processing  In Chart of Accounts
A2.
On the Edit G/L Account Chart of accts data, enter the following data (XX refers to
your group number in class):
Field
Content
Description
G/L account no.
4044XX
Recycling Expense
Chart of accts
Spring 2003
CAUS
Chart of accounts – United
States
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G/L and Purchasing
A3.
If you click
on the “Chart of Accounts” field, you will get the other charts of accounts
that have been defined. Double-click on CAUS (United States).
A4.
Select
A5.
On the
to create a new account.
folder,
a. In the section
, select G/L accounts (general) for
Account Group. If P&L statement acct is not checked, check it.
b. In the section
G/L acct long text fields.
c.
, enter Recycling Expense for both Short Text and
In the section
General Expenses) for Group account number.
, enter 312600 (Other
d. Press Enter.
A6.
Save. Account 4044XX was created in chart of accounts CAUS.
A7.
Exit.
Make the new Recycling Expense account available for use in Company Code 3000. Line item
display for the new account is required. The sort criteria when displaying the line items should be by
document number and fiscal year (sort key 002). Since the account is an expense account we want
expense type fields to display when processing documents using this account. Therefore assign the
account to field status group G033. The tax category should be set to Input Tax, “-“. Flag the field,
“Posting without tax allowed”.
A8.
Select Accounting  Financial Accounting  General Ledger  Master Records 
Individual Processing  In Company Code
A9.
On Edit G/L Account Company code data, enter the following data:
Spring 2003
Field
Content
G/L account no.
4044XX
Company code
3000
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A10.
Select
A11.
On Create G/L Account Company code data screen, for the
folder
G/L and Purchasing
to create G/L account company code data.
a. In the section
i.
Enter the minus sign “-“ (Only input tax allowed) for Tax Category. TAX
CATEGORY CANNOT BE BLANK!
ii. Check Posting without tax allowed.
b. In the section
A12.
In the
i.
Check Line item display
ii.
Enter code 002 (Doc. No., fiscal year) for Sort key.
folder,
In the section
(Cost accounts for external services) for Field status group.
, enter code G033
A13.
Save. The account 4044XX has been created for company code 3000.
A14.
Exit.
B. Using an account in Controlling
A cost element is a criterion for classifying all the costs arising in a company code. Creating an
account in a Chart of Accounts and then creating the company specific portion of the master record
makes the account available for use for financial general ledger postings. However, in order to
make the account available for use in Controlling, the Primary Cost Element must be created. The
Primary Cost Element has a one to one relationship with an account in the general ledger. The
general ledger account must exist first before the primary cost element can be created.
You have just created GL account 4044XX in Company Code 1000 for Recycling Expense.
Now make this account available for use in Controlling by creating it as a Cost Element in
Controlling Area 2000. Assign it to the Cost Element 01 for primary cost elements.
B1.
Select Accounting  Controlling  Cost Element Accounting  Master Data  Cost
Element  Individual Processing  Create Primary
B2.
If the dialog box Set Controlling Area appears requesting that you select a Controlling
area, enter 2000 (CO N. America).
B3.
On Create Cost Element: Initial Screen, enter the following data:
Spring 2003
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Field
G/L and Purchasing
Content
Cost Element 4044XX
Valid from
January 1, 2003
to
Dec 31, 2003
B4.
Press Enter to continue.
B5.
In the
folder, enter 1 for CElem category (assigning Primary
costs/cost-reducing revenues to Cost Element Category).
B6.
Save. Cost element has been created.
B7.
Exit.
C. Create a Vendor
Create a vendor, UGA03XX, for use in Company Code 3000 (XX refers to your group number
in class).
C1.
Select Accounting  Financial Accounting  Accounts Payable  Master records 
Create
Field
Content
Vendor
UGA03-XX
Company Code 3000
Account Group VEND
C2.
Press Enter.
C3.
On the Create Vendor: Address screen, enter the following data:
Spring 2003
Field
Content
Name
<your choice>
Search
Terms
UGA
Street
<your choice>
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G/L and Purchasing
Postal Code 30605
City
Athens
Country
US
Region
GA
C4.
Proceed to the next screen
reg.no.
C5.
Proceed to the screen Create Vendor: Accounting information (it is not the next
screen). Enter the following data:
C6.
, Create Vendor: Control. Enter <your choice> for VAT
Field
Content Description
Reconciliation account
160000 Trade payables - domestic
Cash mgmt. group
A4
Major Vendors
On the Create Vendor: Payment transactions Accounting, enter the following data:
Field
Content Description
Payment Terms
ZB00
Payable immediately
Payment Methods
CS
Check (C)
C7.
Save. Vendor UGA03-XX was created in company code 3000.
C8.
Exit to the main menu.
Since the purchasing organization will be responsible for handling the initial creation of
purchase orders, create the purchasing view of the master record for your vendor by referencing
vendor 1500, Company Code 3000 (IDES US INC), Purchasing Organization 3000 (IDES USA).
Change the salesperson and phone number to reflect correct information of the new vendor. Create
a Partner Relationship on the partner function screen. The partner function should be VN, and the
partner number UGA03-XX.
C9.
Select Logistics  Materials Management  Purchasing  Master Data  Vendor 
Purchasing  Create
C10.
On the Create Vendor: Initial screen, enter the following data:
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G/L and Purchasing
Field
Content
Vendor
UGA03-XX
Purchasing Organization
3000
Account group
3000
and the Reference Data:
Field
Content
Description
Vendor
1500
EASTERN SUPPLY CO.
Purchasing Organization
3000
IDES USA
C11.
Press Enter to proceed to the next screens to view the data contained in the
Purchasing portion of the Vendor Master.
C12.
Change the Salesperson and telephone number. Press Enter.
C13.
On Create Vendor: Partner Functions, verify that the partner function is VN (Vendor)
and the number is UGA03-XX.
C14.
Save. Vendor UGA03-XX has been created for purchasing organization 3000 (IDES
US).
C15.
Exit.
You are asked to review integration of the “Purchase Order/Stock Receipt/Invoice Receipt”
process in terms of its significance to accounting. It will allow you to check that postings have been
made with correct values to correct amounts. You need to make sure that you can retrace the value
and document flow for audibility. Pay special attention to the GR/IR (Goods Receipt/Invoice
Receipt) account.
D. Enter a purchase order
Enter a purchase order for 10 Recycling Cans. These items are not inventoried, but are
expensed to a cost center when purchased. The price is 10 each.
D1.
Select Logistics  Materials Management  Purchasing  Purchase Order  Create
 Vendor/Supplying Plant Known
D2.
On the Create Purchase Order, enter UGA03-XX for the Vendor. Press Enter.
D3.
Enter the following data:
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Field
G/L and Purchasing
Content Description
Purchase organization
3000
IDES US
Purchasing group
021
Stevens, K.
D4.
Press Enter. Click on
displayed.
in case the table to enter the material is not
D5.
Enter the following data (do not use the enter key, but the tab key or the mouse pointer
to move from field to field in the table; press only the enter key after entering all data):
Field
A (Account assignment category)
Short text
PO Quantity
Oun (Order Unit)
Content
Description
K
Expense to a cost center
Recycling Cans
10
Can
Canister
Deliv. date
D
Today’s date
Net Price
8
Currency
USD
Price Unit (Per)
1
OPUn (Order Price Unit)
Can
Matl. group
010
Consumables
Plant
3000
New York
Stor. Loc.
0001
Warehouse 0001
D6.
Press Enter. Since you placed a value in the account assignment category of K, the
system will require you to enter a cost center.
D7.
On the
Spring 2003
folder, enter the following data:
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MIST 5600 – Integrated Enterprise-Wide Systems
Field
G/L and Purchasing
Content
G/L Account 4044XX
Cost Center 1200
D8.
When all data is entered, hit enter. You will receive the warning “Tax jurisdiction
PA0000000 of account assignment adopted in item” because it is the tax jurisdiction
that has been defined for the cost center. Simply acknowledge that you have been
informed by pressing enter.
D9.
Save the document.
D10.
Record the Purchase Order Number: _______________________
D11.
Exit.
E. Create a Goods Receipt
The recycling cans were delivered. Create a goods receipt referencing the purchase that you
just created.
E1.
Select Logistics  Materials Management  Purchasing  Purchase Order  FollowOn functions  Goods receipt
E2.
Enter your purchase order number from the previous section.
E3.
Enter. The goods receipt selection screen appears displaying the items in the purchase
order you have created.
E4.
Check
E5.
Save the document.
E6.
Record Goods Receipt Document Number (uniquely assigned document number):
on the bottom of your screen. Enter.
______________________________
E7.
Exit.
F. Displaying Documents
F1.
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Select Logistics  Materials Management  Purchasing  Purchase Order  FollowOn functions  Goods Receipt
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G/L and Purchasing
F2.
Display the Goods Receipt Document by clicking on your document number under
Material Documents on the right side of the screen. If the document does not show up,
enter the Goods Receipt Document Number:
F3.
Press Enter to proceed to the material document overview screen.
F4.
In the
folder, click on
to view the financial
documents created when the recycling cans were received. You should see at least
three documents: accounting, profit center, and cost accounting. The cost accounting
document was created based on the cost center you entered in the purchase order.
F5.
Record the Accounting Document Number (uniquely assigned document number):
___________________________________
F6.
Double-click on the accounting document to display it. Record the debits and credits for
this journal entry. Scroll to the right to see the whole document.
____________________________________
____________________________________
F7.
Exit.
G. Record the Vendor Invoice
G1.
You receive the invoice from UGA03-XX for the 10 recycling cans you received earlier.
Create the journal entry reflecting this business event. Select Logistics  Materials
Management  Purchasing  Purchase Order  Follow-On Functions  Logistics
Invoice Verification.
G2.
On the Enter Invoice enter the following data: (This data is invoice header information.
It is the same information required when entering a document from FI.)
Field
Invoice Date
Amount
G3.
Spring 2003
Content
Today’s Date
80.00
Enter your purchase order number:
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G/L and Purchasing
(or you may select Vendor from the list and enter your vendor):
G4.
Press Enter.
G5.
Save the document.
G6.
Record the Invoice Document Number (uniquely assigned document number).
Invoice Document Number __________________________
G7.
Exit.
H. Display the Accounting Entries
H1.
Select Accounting  Financial Accounting  Accounts Payable  Document 
Display
H2.
Record the debits and credits for the journal entry.
Debit G/L Account Number and amount _________________________
Credit G/L Account Number and amount _________________________
H3.
Select Environment  Original Document to view the originating documents for the
displayed document. What document are you viewing?
____________________________________________
H4.
Click on
in case a set of folders, starting with the folder “Material”, are
not displayed. Select the
What information is available in the
Spring 2003
folder. Click on the purchase order number field.
folder?
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