Financials
Initial
Contact
Human Resources
Customer
Order
Inventory
Sourcing
MPS
MRP
Purchase
Request
Vendor
Selection
Delivery
Invoicing
Customer
Payment
Sales
Sales Order
Planning
Planned
Order
Production
Order
Production
Control
Purchase
Order
Goods
Issue
Invoice
Verification
Production
Procurement
Global Bike Company
– Overview Exercises –
Revised by
Paul Hawking
Victoria University
(Version 3.0 Asia Pacific Japan – Release December 2008)
Vendor
Payment
GLOBAL BIKE INCORPORATED – OVERVIEW
Introduction to SAP ERP
SAP’s ERP is an Enterprise Resource Planning (ERP) system designed to assist an
organization with the integration and management of business processes. The system deals
with the problems of organising and executing the millions of transactions that are
fundamental to many large businesses. SAP is the leader in the ERP market. SAP ERP is a
very large system which incorporates over 30,000 tables, 50,000 transactions and 15,000
reports. This tutorial is an introduction designed to assist you with familiarising yourself
with the SAP ERP basics.
Getting Started
SAP ERP can operate on a variety of personal computers using different operating
systems. But no matter which equipment or operating system which is used, there are
some necessary requirements:
SAPGUI
This is the graphic user interface to SAP ERP that must be installed on any PC
that wishes to access the ERP solution. The SAPGUI is available for the various
versions of Microsoft, Apple and Linux operating systems. The SAPGUI enables
SAP ERP to look identical on any PC no matter what the underlying operating
system is. The main purpose of the SAPGUI is install most of the screens you
are going to with locally. This reduces the amount of traffic that travels over the
network to the server and has a positive impact on performance.
Log On details
Due to value of the information stored in the ERP system it is necessary to
control the access to the software. The SAP administrator would need to
establish a user account for each user who intends to use the ERP system. Each
user account is identified by a user name and requires a password for security.
Each user account is also allocated a particular type of security profile which
determines the data a user is allowed to view and change.
The other log on detail you require is the Client number. A Client is a set of self
contained tables required for processing transactions in the SAP system. A user
in one client can not change the data in another Client.
You will need to know your user name, password and Client before you attempt
to access the system.
 Identify your log on details
Client
User Name
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Password
Exercise 1: Logging on to the SAP System
There are various techniques to open the SAP ERP system.
1
Double Click
to open the SAP ERP system.
A screen appears which allows you to select which server you want to logon to. Companies
often have more than one SAP solution server.
2.
Click Sever to select it as this is the server you will be using for your exercises.
3.
Click
to activate the SAP ERP system.
After a short time the My SAP ERP log on window appears similar to the one below:
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Input Areas of the Screen
Client
A Client identifies a business entity in the ERP system. Each Client contains
data that is completely separate from data in other clients. Different clients are
established for testing and developing different aspects of the system and for
training purposes. The system default Client should already appear.
User
Uniquely identifies you to the ERP system. Your User Id will be allocated by
your workshop leader and remain the same throughout the unit
Password
Uniquely identifies you to the ERP system.
Language
Identifies the language the ERP will be displayed in. Our ERP system default is
English.
4.
Type
your User Id XXX-NN
5.
Press
<TAB> to mover the cursor to the Password text box.
6.
Type
your Password which will supplied by the lecturer
7.
Click
or press <ENTER> to accept the input.
A new screen will appear which allows you to enter a new password to replace the
temporary one you logged on with.
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You now need to create a new password. You will be the only person who knows this
password so it is important to create a password which is easy to remember. However the
ERP system has some rules about what it allows to be a password.
Password Rules
Passwords must be at least 3 characters long and less than 8.
Passwords are not case-sensitive.
Passwords can not start with a blank space, question mark(?). or an
exclamation mark (!).
Passwords can not start with 3 identical characters i.e.. Aaahsap.
The password can not be pass.
The password can not be any of the previous 5 passwords.
8.
Type
your new password.
To hide your new password from other people, it is hidden by asterisks as you type.
9.
Press
10.
Click
<TAB> to move to the next text box.
to enter the new password into the system.
A Copyright message appears on screen.
11.
Click
to close this dialogue message.
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SAP ERP Main Screen
After logging on to the SAP ECC system the main screen appears:
Menu
Bar
Standard Toolbar
Application Toolbar
Navigation Area
Status Bar
The SAP ERP main screen has a number of screen elements you need to become familiar
with:
Status Bar
The Status Bar displays warning or error messages. It also displays:
Session Number You can have more than one SAP ERP session (similar to a
window) opened at one time. This area identifies which session
is the active window. (1)
Client
A SAP system can contain more than one Client. The Status
Bar indicates which Client (800) you are logged onto.
Server Name
This indicates the name of the computer server SAP is installed
on. This is different to a Client, which was required when you
logged on.
Insert/overtype This indicates which typing mode you are in. INS
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Standard Toolbar
Notice
available on this
This allows you to use icons to perform common navigation tasks.
that some icons are dimmed to indicate that they are not
screen.
Application Toolbar This allows you to use icons to perform common tasks for particular
applications.
Navigation Area
This lists the options available within each application. It provides a
hierarchical menu structure
Menu Bar
This lists the options available to customize the SAP environment
SAP Hierarchical Menus
The menu structure within the SAP ERP system can appear to be complex and confusing.
As you move between different applications within the ERP system the menus change
accordingly. However navigation via the menus uses the same techniques no matter which
application you are in.
After a bit of practice the menu structure will become much easier. You will soon realise
that transactions related to the movement of materials will appear under the Logistics
menu, while most financial transactions appear under the Accounting menu.
There are 2 different techniques you can use to view the contents of each top level menu.
You can either click next the desired application area or double click
of the
application area. To view the options in Logistics:
12.
Click
next to Logistics to display the options:
 Select the following path and write down the menu options available.
Logistics
Material
Management


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You will notice that the
symbol appears next to some of the options. This means you
can perform an action at this level.
 Experiment and see what menu options are available in Human Resources.
You will notice that is does not take long before you have an extensive menu tree appearing
on the screen. You can use the
symbol to close a subordinate menu level or by clicking
on the Standard Toolbar
13.
Click
next to Human Resources and Logistics to hide the lower menu options.
14.
Close all other menus until you have returned to the top level menu.
Using Help
SAP has an extensive Help documentation. It is essential that you understand how to use
the Help documentation if you want to gain a better understanding of this system. SAP
ERP provides different kinds of on line Help. You can access the Help documentation a
number of different ways. There is web based Help at http://help.sap.com/ :
The Help menu contains the following options:

Application help: Displays comprehensive help on the current application.

SAP Library: This is where all online documentation can be found.

Glossary: Enables you to search for definitions of terms.

Release notes: Displays notes which describe functional changes that occur between
ERP releases.

SAP Service Marketplace: Enables you to log on to SAP’s web based repository of
SAP resources.

Create Support Message: Enables you to send a message to the SAP for support.
However you need appropriate level of access to do this.

Settings: Enables you to select settings for help
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15.
Choose
Help  SAP Library to display the Help screen.
The Help screen is divided into two sections. On the left is the Contents or main headings
while on the right side the Help documentation appears.
16.
Click
Getting Started – Using SAP Software in the left pane.
A new window appears
17.
Click
next to First Steps to display the available topics.
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18.
Click
next to SAP GUI for Windows to display the available topics.
19.
Click
Navigating in the SAP Window
20.
Click Element of an SAP GUI Window to display the contents.
21.
Click The Menu Bar to display the Help documentation.
 Explore some of the other topics.
Once you have explored some of the Help options:
22.
Click
SAP Library on the Help menu bar to return to the main Help screen.
You can use the Help documentation to find specific information about the different
modules in SAP.
23.
Click
SAP-ERP Central Component to display the functionality contained in the
ERP system.
24.
Click
25.
Click
the following options: LO-Logistics-General and Logistics Basic Data to
display the options under this heading.
26.
Click
Material Master to display the Help documentation.
next to Logistics to display the topics.
 What is a Material Master?
 What are five uses of the Material Master?
27.
Click
of the Help window to close the last Help screen
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Another form of Help documentation is Application Help which can be accessed via a
number of techniques. You can access it by choosing the SAP Library command from the
Help menu or from particular task screen you can access it via the Application Help
command from the Help menu. The major difference between these two techniques is that
Application Help command is Context Sensitive Help. This means that Help screen
displayed gives help relevant to the SAP screen it was accessed from. To demonstrate this:
28.
Choose
Human Resources Personnel Management Recruitment Appl.
Master Data
29.
Double click
to start this action
The Initial Entry of Basic Data screen appears. To find out about how this screen is used:
30
Choose
Help Application Help from the menu bar
The Help documentation for Initial Entry of Applicant Data appears on screen, as this was
the task screen that was active. This is an example of context sensitive help. From here,
you can select relevant topics.
Glossary
The Help documentation also includes an online glossary which can help you to understand
some of the terminology used in the SAP system.
31.
Click Glossary on the Help menu bar to move to this screen.
The Glossary screen appears:
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SAP Help system enables you to search for particular topics.
 Find the term client. What data is stored at the Client level?
32.
Close
33.
Click
of the Help window to close the last Help screen.
to return to SAP ERP main screen.
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ERP Terminology
After working with the Help files you would have encountered a number of ERP terms
which are important to understand if you are going to understand how these systems
operate.
Business Scenario: Grouping of business processes in a specific organizational unit that
share some similar goals in the enterprise, such as purchasing, services, balance sheet
preparation, production, personnel administration, and so on.
Organisational Units: An organization unit represents any type of organizational entity
found within a company, for example, subsidiaries, divisions, departments, or special
project teams. These organisational units need to be mapped in the SAP system as they are
the locations where the various Business Scenarios occur. Some of the possible
organisational units are displayed below:
The types of organisational units mapped in the SAP system will depend upon which
Business scenarios are going to be used. Some units are only relevant to certain SAP
modules.
 List some of the Organisational Units you would find in a university.
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Master Data: Business Scenarios involve various objects such as customer, vendors,
products, employees etc. Data which describes these objects is referred to as Master Data.
This data describes the various objects stored within the SAP system. This data usually
remains unchanged over an extended period of time.
A Master Data object, such as a customer, can be used by more than module. Each module
may only be concerned with certain aspects of the Master Data.
 List Master Data objects in a Student Administration system
Transactions: are application programs which execute business processes in the ERP
System. They usually result in the changing of one or more master data objects such as
creating a customer order, posting an incoming payment, or approving a leave request.
The majority of processing the SAP system is related to transactions. For example the
diagram below illustrates a Transaction the interaction between the Master Data objects of
Customer and Material in the creation of a sales document.
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 List some common transactions that would occur within a university.
Document: A data record that is generated when a transaction is carried out and contains
all the predefined information such as sales document, order, pay slip etc.
Reports: Program which reads certain data elements and displays them in a list. SAP has
extensive reporting facilities which enables users to access and display the data in various
formats.
SAP Navigation
Master Data Navigation
An ERP system stores vast amounts of data about the various objects used in different
business processes. To display the data you want from such a large system there are
various navigation techniques you need to become familiar with. SAP ECC includes a
number of tools which can facilitate this navigation.
This exercise requires you to find the Master Data for a particular product. The product
we are interested in is referred to as 7 Gear Bike. The Master Data referring to a product
is called a Material Master. To display the Material Master for a product:
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Logistics  Materials Management Material Master Material
32.
Choose
Display
33.
Double Click
to perform this action.
The Display Material: Initial Screen appears:
You want to search for a material (product) called “chocolate chip cookie snacks”, There
are usually thousands of different products in the ERP system, a facility called a matchcode
can make the search a lot easier. A matchcode is a method of finding a certain piece of
data when you do not know the specific number of that record.
To access the matchcode tool for a particular field you click the
34.
Click
to display search dialog box.
We want to search by Material description.
36.
Type *Bike* in the Material description field to display all materials that have a
Material Description that includes bike.
Note
You are able to replace letters and numbers by using wildcards. A summary of the
different types of wildcards can be seen below:
Wildcard
* and +
Represents
Characters you do not know
*
Multiple characters
+
Exactly one character
For example:
Character
Searches for everything
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z*
*sale*
*f+
rp+++sch
37.
Click
Starting with z
Containing the character string sale, such as rvsale07
Containing an f as the second-to-last character, such as rmlogifa
Starting with rp, ending in sch, and containing any three characters in
between, such as rp012sch or rpinvsch
in the dialog box to accept this option and display the search results.
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There are a number of products that satisfies the Matchcode.
38.
Click
39.
Click
7 Gear Bike (any one) to select it.
in the dialog box to accept this option and to move to the next screen.
Notice that the ERP system has automatically places the material number in the Material
field.
 What is the Material Number for the 7 Gear Bike?
Now that the relevant Material Number has been found you can display the Master Data
for the product.
40.
Click
or press <ENTER>
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The Select Views dialog box appears on screen. The Material Master stores a large amount
of data depending upon which processes it is involved in within the organization. The
costing data about a material would be of little interest to someone responsible for its
storage in the warehouse. The Select View dialog box allows the user to select which data
from the Material Master will be displayed.
From this dialog box it is evident that there is a large amount of information available
about a product. We are going to assume that you are assigned to the purchasing
department and therefore only require details relevant to this area.
41.
Click
42.
Click
Plant Stock to select this view of the data. You will need to use the scroll
bar to display the other possible views.
or press <ENTER>
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Often products maybe used at more than one organisation level in a large corporation or
produced at different plants around within a country or around the world. To display the
product details which maybe relevant to you, an organisation level will need to be
indicated.
43.
Click
44.
Click
Plant field to insert the cursor.
to display a list of possible entries.
This displays the Plants that responsible for the 7 Gear Bikes.
45.
Click
46.
Click
47.
Click
San Diego to select it.
to insert automatically insert the Plant number in the Plant field.
or press <ENTER> to display the product details.
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The screen contains many fields which may be foreign to you. You can get help on any of
the fields by clicking the field then clicking the Help icon on the Standard Toolbar or by
pressing <F1> on the keyboard.
 What is the purpose of the Unrestricted field?
48.
The
Click
to close the Help screen once you have answered the question.
icon on a field can also indicate the possible or valid entries for a field.
 What are the first five entries for the base Unit of Measure field?
Commercial
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Measurement Unit Text
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49.
Click
to close the screen once you have answered the question.
The last bit of data you require about this product is its Accounting information. You
need to determine how much money we have tied up in inventory for our 7 Gear Bike
material. Previously you only selected Purchasing view of the product. To view other
views of the Material Master you can navigate by using the Tabs across the screen.
To view the Accounting details for the Material:
50.
Click
51.
Click
on Tab Menu until Accounting 1 appears.
the Accounting 1 tab to display the data.
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 What is the total dollar amount of the stock? The system could be customized to display the
notations in different currency formats in an implementation.
The final data you require is the Shipping details for this product. An alternative technique
for displaying the views rather than clicking is displaying all views by clicking .
52.
Click
53.
Click
to display all the views.
Sales: general/plant to select this view.
The Organizational Levels dialog box appears with a San Diego’s details automatically
inserted.
54.
Click
.
The Sales: General/ Plant Data screen appears.
 You are interested in the weight of the product for shipping purposes.
What is the weight?
If there is a term on the screen you are unsure such as Loading Grp. you could get further
information from the Help documentation.
55.
Click
the Loading grp field then click the right mouse button to display a pop up
menu associated to this field.
56.
Click
Help F1 option.
You will notice that there are some blue words which indicates that this is a hypertext link
to further information.
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57.
Click
Shipping condition to follow the hypertext link.
 What is the Shipping condition field used for?
58.
Click
to close the Help screen.
59.
Click
to return to the my SAP main screen.
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Navigation via Transaction Codes
Up till now the navigation throughout the system has occurred via menus. Sometimes the
menu path can be quite lengthy. A quicker navigation technique is the use of transaction
codes. Every SAP ERP screen has a transaction code. The transaction code for a screen
can be viewed by selecting the Status command from the System menu. Once a transaction
code is known it can be typed in the Command Field on the Standard Toolbar. This will
take you directly to the screen associated with the transaction code. Clicking on the
Standard Toolbar will display the Command Field
60.
Choose
Human Resources Personnel Management Recruitment
Appl. Master Data
61.
Double click
62.
Choose
to start this action
System  Status to display data relevant to the screen.
The transaction code (Transaction) for this screen is PB10.
63.
Press <ESC> to close the Status screen.
64.
Click
65.
Click
to return to the SAP ERP main screen.
to collapse all menus.
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66.
Click
to display the Command Field if it is not already displayed.
You now want to move quickly to the previous Initial Data Entry screen. Rather than
remember the menu path to reach the screen you can use the transaction code PB10.
67.
Type
PB01 in the Command Field on the Standard Toolbar.
68.
Press
<ENTER> to move to the Initial Entry screen.
69.
Click
to return to the SAP ERP main screen.
Although you have learnt to quickly navigate to screens using Transaction Codes initially
you should practice with menu paths so you can get a feel for where transactions can be
found.
SAP ECC Reports
One of the major reasons a company implements an Enterprise Resource Planning System,
like SAP, is to get up to date information about what is happening in the company. As
mentioned SAP ERP is installed with approximately 15,000 different reports. The next
exercise will look at examples of some of these reports.
Your manager has asked for details concerning the purchases (Purchase Document) from a
vendor Great Lakes Bike Supply .
Logistics  Materials Management Purchasing Purchase Order
Reporting
70.
Choose
71.
Double Click
to perform this action.
You will notice that the screen has a number of selection criteria to help narrow the scope
of the information required.
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72.
Click
73.
Click
74.
Type
the Vendor field to select it.
to display the matchcode dialog box.
great* in the Name text box.
Notice that have included the * wildcard which means include everything which starts with
slug.
75.
Press
<ENTER> to accept the entry and display the results of the search.
You will notice that there are many products with the description "Great Lakes Bike
Supply". The one you are interested in is the one with the matchcode 100100. .
76.
Click
vendor number 100100 to select it.
77.
Press
<ENTER> to close this screen and accept this matchcode in the Vendor
field.
78.
Click
display the results.
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Sorting
The results at the moment are sorted in Purchase document order with the most recent
first. This can be changed by selecting the Sort icons
from the Application
Toolbar. The first icon is for ascending while the other is descending order.
79.
Click
to display the Sort dialog box.
At present the dialog screen indicates that the data is sorted in ascending order by
document number and then by item. You want to sort by Net Order Value and therefore
the current sort criteria needs to be removed.
80.
Click
twice to remove the current sort criteria.
81.
Click Net Order Value to select this field.
82.
Click
to transfer this field to the search criteria.
83.
Click
to perform the sort.
The report is now sorted by Net Order Value.
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An alternate technique for performing a sort is by clicking the column heading of the field
you want to sort and then clicking the appropriate Sort icon.. For example you may want
to sort by purchase document number.
84.
Click
85.
Click
to select this column.
to perform the sort.
Notice a small triangle appears in the column heading to indicate that it is part of the sort
criteria.
Totals
You can perform a number of calculations on your reports to make them more meaningful.
This can be done by clicking the Total button
on the Application Toolbar. For example
to determine total net value.
86.
Click
to select this column. You may have to use the scroll bar to
view this field.
You may use the horizontal scroll bar to view this column.
87.
Click
to perform the calculation.
 What is the Total Net value for this item?
Drilling Down
SAP ERP provides the facility to drill down to get further details about any item on a
report. This is done by double clicking the item you to get more details about. Once you
have viewed the further details you can click the back button to return to the previous
screen. At the moment we have created a report about "slug for shaft" for a specific time
period. But the report only indicates a matchcode for the vendor rather than the vendor's
details.
88.
Double Click
vendor.
89.
Click
vendor matchcode 100100 to view more details about this
to view the next screen of vendor's details.
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From the original report you could have drilled down to get further details about each
purchase order or product. Drilling down is a very powerful feature which you should
familiarise yourself with.
Logging Off
It is important that when you have finished working with SAP ECC that you log off
correctly. This will protect data but more importantly it will prevent others from
unlawfully using the system under your name. You can either log off by clicking the Exit
button
on the Standard Toolbar or by clicking the Close button on the Titlebar.
90.
Click
on the Titlebar to exit SAP ERP.
A dialog box appears asking to confirm your actions:
91.
Click
to exit the system.
You have now completed the introductory tutorial for SAP ENTERPRISE. As you become
more familiar with the system you will find alternative ways of doing things. We have only
covered the basics and there is a lot more to learn.
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Summary
 There were a number or new ERP terms you were introduced to throughout this
exercise. These are important to understand. As a summary explain the following terms:
Master data
Material Master
Transaction
Drill down
Matchcode
Vendor
Wildcard
Client
Organisational Unit
Transaction code
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Sales and Distribution (SD)
Workshop Objectives
At the completion of this workshop you will be able to:
 Describe the basic business process for sales order processing in the SAP ERP
system.
 Create a customer order.
 Trigger delivery of the sales order
 Pick and post goods issue.
 Ship Goods
 Invoice Customer
Scenario
A customer contacts your company for a quote for products you sell. Shortly after issuing
the quote a Purchase Order arrives from the customer for the products. You will then
create a Sales Order and commence the Delivery process. Once the goods have been issued
then you will invoice the customer. Once the customer sends payment you will commence
the Accounts Receivable process.
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Organisational Units
Defining your organizational structure in SAP System is an important step. It requires
thorough analysis of how your organization wants to run your business.
The Sales and Distribution module uses some organizational units that can only represent
sales and distribution processes, such as sales organization, distribution channel, division
or shipping point. Other organizational units, such as company code or plant, are used in
Sales and Distribution and in other modules in SAP ERP.
 Company code - an independent accounting unit. Balance sheets and Profit & Loss
Statements, required by law, are created at the company code level.
 Sales organization - The sales organization is an organizational unit within logistics,
that structures the company according to its sales requirements. A sales organization is
responsible for the sale and distribution of goods and services. Each business
transaction is processed within a sales organization. It is responsible for distributing
goods and services, negotiating conditions of a sale. It is the level to which you sum up
sales figures for reporting and analysis.
The sales organization must be specified in all sales documents. It is therefore available
for all basic functions of SD (such as pricing, availability, etc.).
A sales organization can be subdivided into several distribution chains which
determine the responsibility for a distribution channel.
 Distribution channel - The distribution channel represents the channel through which
sold materials or services reach customers. Typical distribution channels include
wholesale, retail and direct sales.
Within a sales organization a customer can be supplied through several distribution
channels. In addition, the material master data relevant for sales, such as prices,
minimum order quantity, minimum quantity to be delivered and delivering plant, can
differ for each sales organization and distribution channel.
 Division - used to represent a product line. In SD, the division allows you to make
customer-specific agreements such as: partial deliveries, pricing agreements, special
payment terms. At least one Division must be defined in the SD module.
 Sales area - a specific combination of sales organization, distribution channel, and
division.
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 Plant - a manufacturing facility, distribution center, or office. A location that stores
inventory or renders services.
 Storage location - allows the differentiation of material stocks within a plant.
 Warehouse - organizational divisions of a plant for the purpose of maintaining
materials that are stored in different places.
 Shipping point - a fixed location that carries out shipping activities. Each delivery is
processed by only one shipping point.
The organizational units involved in the scenario are displayed below:
<NN>A1
GBI
Company code
<NN>A1
USA
Sales organization
WH
IN
Wholesale
Internet
Distribution
channel
Distribution
01
01
Bicycles
Bicycles
Division
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Delivery Structure of GBI
<NN>A1
USA
Sales organization
<NN>A1
GBI
Company code
<NN>A2
San Diego
Plant
6 1 7
5
4
3
2
3 14
11 12
9 10
8
20 21
19
18
16 17
15
27 28
26
24 25
22 23
31
30
29
1
3000
New York
...
Shipping point
Master Data in Sales and Distribution
The master data that is used in Sales and Distribution include:

Customer Master

Material Master

Customer material Information Record

Output Master

Incompletion Log

Condition Master data in Pricing
Customer Master
Data on customers is important for both the accounting department and the sales and
distribution department. In order to avoid data redundancy, accounting data and sales and
distribution data is stored in one master record, the customer master record.
The customer master groups data into categories: general data, sales area data, and
company code data. It includes all data needed for business transactions and
correspondence with the customer. This includes address data, shipping data, sales data,
and data for invoice creation.
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Customer Master Data
General Data
Relevant for SD and Accounting
Valid for all organisational units
Sales Area Data
Relevant for SD
Valid for all Sales organisation,
Distribution channel and
Division
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Company Code Data
Relevant Accounting
Valid for Company code
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Material Master
You are already familiar with the Material Master and the data that is stored from a
production planning and materials management view. In Sales and distribution the
material master is grouped into several views: Basic data, sales and distribution data,
purchasing data, and various further data for engineering/design, accounting, costing,
warehouse management, and so on.
Basic data is relevant for all areas and is valid for all organizational units within a client.
Sales: sales organization data is relevant for sales and distribution. It is valid for the
respective sales organization and the distribution channel.
Sales: plant data is also relevant for sales and distribution. It is valid for the respective
delivering plant.
There is additional data for several other areas. This is valid for various organizational
units.
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Customer Material Information
The customer-material information is used to record data for a combination of certain
customers and materials. It stores default data when a customer orders a certain material.
You can use the customer-material information record to maintain the following data:
 Cross-reference from your customer's material number to your material number and
the customer's material description. For example if the customer’s product code on an
purchase order for a bike is ABC123 it can be matched to your product code for the
same pump in the SAP system
 Specific shipping information for this customer and material (such as delivery
tolerances, specifying if the customer accepts partial deliveries, or the default
delivering plant).
Output Master
The Output Master is information that is sent to the customer using various media, such as
mail, EDI, or fax. Examples include: the printout of a quotation or an order confirmation,
order confirmations using EDI, or invoices by fax. The output can be sent for various sales
and distribution documents (order, delivery, billing document)
In the output master data, you define the transmission medium, the time, and the partner
function for an output type.
Incompletion Log
Each sales and distribution document contains data required for the document and for
further processing until the process is completed. The system determines which fields are
displayed in the incompletion log when the user does not fill them during sales order
processing. The incompletion log functions are available in the sales order and in the
delivery.
Condition Master
The condition master data includes prices, surcharges and discounts, freights, and taxes. You can
define condition master data (condition records) to be dependent on various data. For example,
maintain a material price customer-specifically or define a discount to be dependent on the
customer and the material pricing group.
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Exercise SD 1: Create A Customer
Purpose of Exercise
In this exercise, we will create the master data for a new customer. Two types of
customer data are stored about a customer—sales data and accounting data. The
customer master data is created in three groups, or views—general, accounting, and
sales. .
Navigation
Menu Path
Logistics  Sales and Distribution  Master Data  Business Partner 
Customer  Create
Trans Code
1.
Double Click
2.
Select Sold-to-party for the Account group field.
3.
Type <NN>A1 (Battle Creek) for Company code.
4.
Type <NN>A1 (Bike – USA) for the Sales Organisation.
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to move to the Create Customer: Initial Screen.
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5.
Select WH (Wholesale) for the Distribution Channel
6.
Select 01 (Bicycles) for the Division.
7.
Click
to accept the values.
You now need to enter descriptive data about the new customer.
8.
Select Company for the Title.
9.
Type the following data:
Name:
Search Term
Street:
Postal Code:
City:
Country
Region
Transportation zone:
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<NN> The Bike Zone
<NN>.
<NN> Ballarat Rd
97204
Portland
US
Oregon (OR)
Region West(click
to display further details)
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10.
Click the
screen.
button on the Application Toolbar to move to this
11.
Type 1101<NN> in the Recon account field.
12.
Type 001 in the Sort Key field.
13.
Click the
14.
Type 0001 (Pay immediately due net) in the Terms of Payment field.
15.
Click the
tab to move to this screen.
button on the Application Toolbar to move to this screen.
This screen enables you to enter data relevant to the sales organizations and distribution
channels of your company. Data that is stored in this area includes, for example, data on
order processing, shipping, and billing.
16.
Type the following information:
Sales order
Currency:
USD
Pricing/Statistics
Cust. Pric. Proc.:
Cust. Stats. Grp:
1 (standard)
1 (“A” material)
17.
Click the
tab to move to this screen.
18.
Type the following data:
Shipping
Delivery Priority
02 (Normal Item)
Shipping Condition 01 (Standard)
Delivery Plant
<NN>A2 (Bike DC San Diego)
Partial deliveries
Max.part.deliveries:
3
19.
Click the
tab to move to this screen.
20.
Type the following information:
Delivery and payment terms
Incoterms
FOB (Free on Board) and Origin Shipping Dock
Terms of Payments
0001 (Payable immediately due net)
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Accounting
Acct assigmt group
01 (Domestic Revenues)
Tax Classification
0 for all 3 tax categories (Tax exempt)
Taxes
21.
Click
to save the data.
 What message appears on the Status Bar?
Message
A screen appears requesting you to enter a Customer Number. You want the system to do
this automatically for you.
22.
Click
23.
Click
to accept the values.
to return to the Main menu.
24.
Click NO as the customer data has already been saved and return to SAP main
menu.
Exercise SD 2: Create Contact Person for Customer
Purpose of Exercise
Establish a contact for The Bike Zone. You will reference the customer and create the person
as a subordinate of the customer’s company. This will give you a specific person to
communicate with when dealing with The Bike Zone.
Menu Path
Logistics  Sales and Distribution  Master Data  Business Partner 
Contact Person  Create
Trans Code
The Contact Person: Initial Screen appears.
25.
Click
of the Customer field to display the search screen.
26.
Type <NN> in the Search Term field.
27.
Click
to accept the values and start the search.
Your Customer <NN> The Bike Zone appears.
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28.
Click
to transfer the value.
29.
Click
.
30.
Type the following:
VIP:
Department:
Function:
Gender:
Call frequency:
1 (Management)
0002 (Purchasing)
02 (Head of Purchasing)
Your Choice
0002 (Weekly)
Person
Last name:
First name:
Your Choice
Your Choice
Communication
Language:
Telephone:
E-Mail:
Comm. Meth:
English
(503) 612-5555 Ext. 2532
Your Choice
Sales call
31.
Click
to save your changes.
Record the system message:
Message
32.
Click
to return to the Main menu.
Exercise SD 3: Change Customer
Purpose of Exercise
Now that we have a contact person created for The Bike Zone, we need to assign that
person as a business partner within the customer master. In addition, a sales person is
assigned responsibility for communicating and working with this customer through the
contact person.
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Menu Path
Logistics  Sales and Distribution  Master Data  Business Partner 
Customer  Change  Sales and Distribution
Trans Code
The Change Customer Initial screen appears with your Customer details.
If your Customer details are not inserted automatically then you will need to search for
your Customer.
33.
Click
to display the Change Customer screen.
Ensure that you are within the Sales Area Data section
34.
Click
to display this screen.
35.
Type CP (Contact Person) in the first column under Ship-to party.
36.
Press <TAB> to move to the Number field.
37.
Click
38.
Type your Customer Number if it is not already displayed.
39.
Press <ENTER> to commence the search.
to display the search screen.
The Contact Person you just created is displayed.
40.
Click
to transfer the value
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41.
Click
42.
Click
to save your changes.
to return to the SAP main menu.
Record the system message:
Message
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Sales Order Processing
Effective sales order processing connects all activity to customer demand in a series of
integrated processes. The SAP System application component Sales and Distribution makes
this sales order processing possible. The steps in a sales process are then reproduced by
electronic documents that are linked to each other.
The SAP sales and distribution process begins with establishing and maintaining customer
relationships, and ends with invoicing for delivery of goods or service provided to the
customer. Posting the customer incoming payments is part of the SAP System application
component Financial Accounting.
Sales
Sale Orger
Processing
s
Orde
r
Pre -Sales
Activities
Payment
Invoice
Inventory
Invento
Sourcing
Sourci
ry
ng
Shipping
Shippi
ng
Billing
Pre Sales Activities
The Customer Order Management cycle can begin with Pre-Sales
Activities. These activities evolve around the establishing and maintaining
customer relationships. Typical Pre Sales Activities include:

Creating and tracking customer contacts

Mailing campaigns

Answering customer questions received by email.

Inquiries

Quotations.
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Exercise SD 4: Create Customer Inquiry
Purpose of Exercise
An inquiry is received from The Bike Zone. An inquiry is a customer’s request to be
provided with a quotation or sales information without obligation. An inquiry can relate
to materials or services, conditions, and if necessary delivery dates. You need to record
this inquiry within the SAP system.
Inquiry Details
Customer The Bike Zone
Materials
Quantity
Mekena
10
Star Lady Bike 28
5
Required Delivery Date: 2 months from today’s date
Menu Path
Logistics  Sales and Distribution  Sales  Inquiry  Create
Trans Code
The Create Inquiry: Initial Screen appears:
Your Organisational details should be transferred automatically. If not you will need to
enter them:
Organizational Data
Sales organization:
Distribution channel:
Division:
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<NN>A1
WH
01
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43.
Type IN in the Inquiry Type field.
44.
Click
to proceed.
The Create Inquiry: Overview screen appears. You need to enter the Customer number for
the Bike Zone.
45.
Click the Sold-to party field to select it.
46.
Click
47.
Type <NN> in the Search term field.
48.
Press <ENTER> to accept the entries.
49.
Press <ENTER> to transfer the selection to the Sold-to party field.
50.
Type 1234 in the PO Number field.
51.
Type today’s date in the PO date field.
52.
Click
53.
Type the following details:
to display the search screen.
to display this screen.
Valid from:
Valid to:
Req. deliv. date
Today’s date
One month from today
Two months from today
54.
Type KB-0013-<NN> in the Material field
55.
Press <ENTER> to retrieve the information.
If a warning message appears press <ENTER>.
56.
Type 10 in Order Quantity field.
57.
Type TB-0014-<NN> in the Material field
58.
Press <ENTER> to retrieve the information.
59.
Type 5 in Order Quantity field.
60.
Click
.
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Note the Difference between the Expected Order Value and the Net Value.
61.
Click Expect. Ord. val. to select it
62.
Press <F1> to display the Help screen for this field.
63.
Click
to close the Help screen once you have finished reading it.
64.
Click
to scroll across the All items of the screen.
65.
Type 75 in the Or…(Order Probability)for both line items.
66.
Click
.
Note the Difference between the Expected Order Value and the Net Value.
You want to view the Header details of the Inquiry.
67.
Choose
68.
Click
the GoTo menu  Header  Sales
to display this screen.
Note and record the net value for the order – this is the total of all line items
$____________________
69.
Click
to return to the previous screen.
70.
Click
to save your Inquiry.
Record the system message:
Message
71.
Click
until you are returned to the SAP main menu.
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Exercise SD 5: Create Customer Quotation
Purpose of Exercise
Following the customer’s inquiry, a sales quotation is created. A quotation presents the
customer with a legally binding offer for delivering the requested product or services with
certain fixed conditions such as time and price constraints.
Menu Path
Logistics  Sales and Distribution  Sales  Quotation  Create
Trans Code
The Create Quotation: Initial Screen appears.
Your Organisational details should be transferred automatically. If not you will need to
enter them:
Organizational Data
Sales organization:
Distribution channel:
Division:
72.
<NN>A1
WH
01
Type QT in the Quotation Type field.
As you already created an Inquiry for this customer much of the details you require for the
Quotation already exist in the system. You can create a Quotation with Reference to
another document.
73.
Click
on the Application Toolbar.
A Create with Reference dialog screen appears.
74.
Type Inquiry number or search for it.
75. Click
transfer the values.
76.
Type a date one month from today in the Valid to field.
76.
Type a date one month from today in the Req. deliv. date field.
1.
Click
and Press <ENTER> to continue through any warnings.
Note and record the net value for the order – this is the total of all line items
$____________________
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Due to your extreme generosity and desire to establish a good rapport with this customer you
have been authorized to give them a discount on their order. You are to give them a $5.00 per
bike discount on the product KB-0013-<NN> and also a 5% discount on the entire order.
78.
Click
corresponding with material KB-0013-<NN> to select the row.
79.
Click
80.
Type K004 (Material Discount) in the CnTy field.
81.
Type 5.00 in the Amount field corresponding with this discount.
82.
Click
to display the Item Conditions.
to accept the entries.
Notice under the condition Value field that there is a 50.00- USD discount. This is the total
discount for the material for this Quotation ($5 x 10 bikes).
83.
Click
to return to the previous screen.
Note and record the net value for the order – this is the total of all line items
$ __________________
You now need to apply the 5% discount for the entire order.
the GoTo menu  Header  Conditions
84.
Choose
85.
Type RA00 (Net Discount) in the CnTy field.
86.
Type 5 in the Amount field corresponding with this discount.
87.
Click
88.
Click
to accept the entries.
to Activate the New document pricing.
Record discount given on the net order price $ _________________
What is the total discount received by your customer?
$__________________
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89.
Click
to return to the previous screen.
Note and record the net value for the order – this is the total of all line items
$ _____________________
Before you leave the quotation, it has been advised that you record who authorized you to
give the discounts and attach the proper documentation (correspondence you received
from the VP).
90.
Click
to display the document header details.
91.
Click
92.
Click to select it.
93.
Type In the text area type the following explanation for the discounts given to your
customer:
to display this screen.
Discount given to customer in the hope of enticing them to do future business. The potential
sales with this company are seen as significant...VP Grayson instructed that the discounts
found in this order be put in place.
94.
Click
to return to the previous screen.
95.
Click
to save your Quotation.
Record the system message:
Message
96.
Click
until you are returned to the SAP main menu.
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Sales Order Processing
A sales order is an electronic document that records your customer's request for goods or
services. The sales order contains all information to process the customer's request during
sales order processing. Standard orders normally contain:





Customer information
Shipping information
Pricing for each item
Item quantities
Billing information
Sales Order Structure
A sales document is grouped into three levels: header, item and schedule line. Data is
distributed on these levels as follows:
 Sales document header
The data in the document header is valid for the entire document. This includes, for
example, customer-related data.
 Sales document items
Each item in the sales document contains its own data. This includes, for example, data
about the material and quantities ordered. Each sales document can have several
items, while individual items can be controlled differently. Examples include material
item, service item, free-of-charge item or text item.
 Item schedule lines
Schedule lines contain delivery quantities and delivery dates and are unique to each
item. Every item that has a subsequent outbound delivery in the sales and distribution
process must have at least a schedule line.
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Exercise SD 6: Create Sales Order Referencing a Quotation
Purpose of Exercise
When The Bike Zone agrees to the terms and conditions laid out in the quotation, a sales order
is created referencing the quotation.
Menu Path
Logistics  Sales and Distribution  Sales  Order  Create
Trans Code
The Create Sales Order: Initial Screen appears.
Your Organisational details should be transferred automatically. If not you will need to
enter them:
Organizational Data
Sales organization:
Distribution channel:
Division:
<NN>A1
WH
01
97.
Type OR in the Order Type field.
98.
Click
on the Application Toolbar.
A Create with Reference dialog screen appears.
99.
Type Quotation number or search for it.
100.
Click
transfer the values.
A warning appears to indicate that a discount is to be applied to this sales order.
101.
Press <ENTER> to continue.
The Create Standard Order: Overview screen appears
102.
Type <NN> in the PO Number field.
103.
Type today’s date in the PO Date field
104.
Click
to accept the entries.
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105.
Click
to display this screen if not already displayed.
106.
Type <NN>A2 (San Diego) in the Delivery Plant field.
107.
Click
to accept the entries and ignore any warning messages.
What is the Net value of the order?
$__________________
108.
Click
to save your Sales Order.
Record the system message:
Message
109.
Click
until you are returned to the SAP main menu.
Exercise SD 7: Check Stock Status
Purpose of Exercise
You now need to review the current inventory information about your products.
Menu Path
Logistics  Materials Management  Inventory Management 
Environment  Stock  Stock Overview
Trans Code
The Stock Overview screen appears. This enables you to selct the materials which you
want to determine stock levels.
110.
Type KB-0013-<NN> in the Material field
111.
Type <NN>A2 in the Plant field.
112.
Type 1 in the Display version field.
113.
Click
to execute the report.
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The Stock Overview appears on screen.
Similar to other reports you can “drill down” for further details.
114.
Double Click 30 Finished Goods.
A pop-up window is displayed showing the details of the inventory by stock type at the
plant.
115.
Record the storage location and quantity of inventory for each material:
Stock Type
Material
KB-0013-<NN>
TB-0014-<NN>
Storage Location
Unrestricted Use
116.
Repeatthe process for material TB-0014-<NN>.
117.
Click
Sales Orders
Scheduled for
Delivery
until you are returned to the SAP main menu.
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Exercise SD 8: Display Sales Order
Purpose of Exercise
You need to display and review the sales order. There was a lot of activity taking place
automatically like the availability check and price determination and you want to view this
activity and review the rules by which it was carried out.
Menu Path
Logistics  Sales and Distribution  Sales  Order  Display
Trans Code
The Display Sales Order: Initial Screen appears.
The Sales Order number should appear automatically. If not you will need to search for it.
118.
Click
to display the Sales Order.
The first thing you need to review is the Availability to Promise data that was used to
confirm the material requested could be delivered by the requested delivery date.
119.
120.
Click
Click
corresponding with material TB-0014-<NN> to select the row.
to display availability.
A screen will appear that gives you a detailed analysis of the Availability to Promise (ATP)
situation.
The screen above indicates that you have physically have 500 bikes in Storage Location 30.
The system indicates that we have one Customer Order for 5 bikes, and your stock level is
400 bikes.
Why is your stock level 400, 100 bikes below your physical inventory amount of 500?
It is possible to identify the individual sales orders associated with the stock levels.
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121.
Click
to display the associated Sales Orders.
The Available to Promise (ATP) quantity is calculated from the warehouse stock, the
planned inward movements of stock and the planned outward movements of stock. This
type of check is performed dynamically for each transaction, taking into account the
relevant stock and planned goods movements with or without replenishment lead time. It
is what is available to sell.
122.
Click
to return to the previous screen.
Document Flow
The documents in a sales process are linked to each other using the Document Flow. This
enables you to access the history and current status of your sales processes at any time.
You can display the Document Flow as a list of linked documents. All preceding and
succeeding documents are displayed. This provides an overview of the development of
your sales processes at any time, and you can answer customer questions quickly and
reliably.
Standard
order
Outbound
Delivery
Billing
.
Accounting
Document
Standard order 6839
. Delivery 80002832
. . WMS transfer order482
. . GD goods issue: delvy 4900001537
. . Invoice 90005371
. . . Accounting document 100001276
To view the overall processing status for your Sales Order you can use Document Flow. To
access the Document Flow you click
. The Document Flow can be accessed from most
transaction screens in the Sales process.
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123.
Click
to display the Document Flow for your Sales Order.
What is the status of your order?
124.
Click
until you have returned to the SAP Main Menu.
Delivery Process
Inventory Sourcing (Procurement)
In this process step in Sales and Distribution you can check the availability of
the ordered goods and publish the demand in materials planning. Materials
planning (MM) organises and monitors the actual procurement process. This
includes products that are:

In-house produced or/and

Externally produced.
Exercise SD 9: Start Delivery Process
Purpose of Exercise
You have created a Sales Order based on a Quotation for The Bike Zone customer. You now
need to create a delivery document to initiate the shipping activities for this sales order. For a
delivery document, the system re-determines the stock availability and the quantity of ordered
items are placed in a scheduled for delivery status.
Menu Path
Logistics  Sales and Distribution  Shipping and Transportation 
Outbound Delivery  Create  Single Document 
With Reference to Sales Order
Trans Code
The Create Outbound Delivery with Order Reference screen appears.
Your Order Number should be inserted automatically or you will have to type it in yourself.
125.
Type <NN>A2 in the Shipping Point field.
126.
Type a date 2 months from today in the Selection Date:field.
127.
Click
to accept the entries.
The Outbound Delivery Create: Overview screen appears. The system has copied the items
and quantities from the Sales Order that are scheduled to be delivered. You are able to
view the status of each line item from this screen.
128.
Click line item 10 to select it.
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129.
Click
to display the Item Status for this line item.
Here you can see the line item status and some specific information regarding the line item
within the delivery document. What is the picking status?
130.
Click
to return to the previous screen.
You now need to specify the Storage Location for each item in the Sales Order. The
Storage Location is where the material is stored. A Plant may contain one or more storage
locations.
131.
Click
to display this screen.
132.
Type 30 (Finished Goods) in the Sloc (Storage Location) field for each Material.
41.
133.
Click
to save your changes.
Record the system message:
Message
134.
Click
to return to the SAP Main Menu.
Exercise SD 10: Check Stock Status
Purpose of Exercise
Review current inventory information about your products to determine the impact of creating
an Outbound Delivery.
Menu Path
Logistics  Materials Management  Inventory Management 
Environment  Stock  Stock Overview
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Trans Code
The Stock Overview screen appears. This enables you to select the materials which you
want to determine stock levels.
135.
Type KB-0013-<NN> in the Material field
136.
Type <NN>A2 in the Plant field.
137.
Type 1 in the Display version field.
138.
Click
to execute the report.
The Stock Overview appears on screen.
Similar to other reports you can “drill down” for further details.
139.
Double Click 30 Finished Goods.
A pop-up window is displayed showing the details of the inventory by stock type at the
plant.
Note that the quantity from “Sales Order” stock type has moved to the “Schd. For delivery”
stock type. Why has the Unrestricted Use level not changed? ___________________________
______________________________________________________________________________
Record the storage location and quantity of inventory for each material:
Stock Type
Material
KB-0013-<NN>
TB-0014-<NN>
140.
Return
Storage Location
Unrestricted Use
Sales Orders
Scheduled for
Delivery
to the SAP main menu.
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Shipping
The Shipping processing in Sales and Distribution begins when you
create the delivery document. The delivery document controls, supports
and monitors all sub processes of shipping processing, such as
 picking and confirming (transfer orders),
 packing,
 planning and monitoring of transport (shipment document) and
 Posting goods issue (goods issue documents).
When you create a delivery document, data is copied from the sales order, such as
materials and confirmed quantities.
When you create a transfer order, data is copied from the outbound delivery to the transfer
order for processing by the warehouse management. The transfer order is essential for
controlling the movement of goods within your warehouse. The transfer order is based on a
simple principle: where you are taking goods from and to, within your warehouse. There is
a source location and a destination location for every transfer order.
Picking
You now need to create a transfer request as a basis for goods movement in the warehouse
and to print the picking list. The picking lists include all relevant orders and can be
organised by storage bin and material. This can relieve the work for the picker.
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Before the materials leave the plant, and before the goods issue has been posted, you need
to check the stock again.
Exercise SD 11: Picking Materials on Delivery Note
Purpose of Exercise
Pick the quantity of materials that have been proposed on the delivery note for The Bike Zone
order.
Menu Path
Logistics  Sales and Distribution  Shipping and Transportation 
Outbound Delivery  Change  Single Document
Trans Code
The Change Outbound Delivery screen appears. Your Outbound Delivery document
number should be automatically inserted. If not you will have to enter it yourself.
140.
Click
to proceed.
The material delivery quantity is proposed. You now need to indicated the number of
bikes that will be Picked.
141.
Click
to display this screen if not already displayed
142.
Type 10 in the Picked Qty field for material KB-0013-<NN>.
This matches the amount to be delivered.
143.
Type 5 in the Picked Qty field for material TB-0014-<NN>.
144.
Click
to save your changes.
Record the system message:
Message
145.
Click
to display the Document Flow for your Sales Order.
What is the status of your order?
146.
Click
until you have returned to the SAP Main Menu.
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Recheck the stock status of the materials. Note that no change has occurred in the stock
status - the quantities are still in the “Schd. for delivery” stock type field.
Exercise SD 12: Post Goods Issue
Purpose of Exercise
Post goods issue reduces unrestricted stock to reflect the inventory shipped – an inventory
control function. Legal ownership of the goods changes hands from you to the customer as the
goods leave the plant (FOB shipping point) or when the goods are received by the customer
(FOB destination). From an accounting perspective, both inventory and costs of goods sold are
impacted by this transaction. The system reflects that the materials are no longer available in
stock at the time of post good issue regardless of the shipping terms.
Menu Path
Logistics  Sales and Distribution  Shipping and Transportation 
Outbound Delivery  Change  Single Document
Trans Code
The Change Outbound Delivery screen appears. Your Outbound Delivery document
number should be automatically inserted. If not you will have to enter it yourself.
147.
Click
The system returns a message indicating a change was made to the delivery note.
Record the system message:
Message
Exercise SD 13: Check Stock Status
Purpose of Exercise
You now need to review current inventory information about your products to determine the
impact that Post Goods Issue has on stock levels..
Menu Path
Logistics  Materials Management  Inventory Management 
Environment  Stock  Stock Overview
Trans Code
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The Stock Overview screen appears. This enables you to select the materials which you
want to determine stock levels.
148.
Type KB-0013-<NN> in the Material field
149.
Type <NN>A2 in the Plant field.
150.
Type 1 in the Display version field.
151.
Click
to execute the report.
The Stock Overview appears on screen.
Similar to other reports you can “drill down” for further details.
152.
Double Click 30 Finished Goods.
Note that the quantity from “Schd. for delivery” stock type should have no balance. The
total quantity you have available should have declined. Does this make sense? Why?
_____________________________________________________________________
Record the storage location and quantity of inventory for each material:
Stock Type
Material
KB-0013-_ _
TB-0014-_ _
153.
Click
Storage Location
Unrestricted Use
Sales Orders
Scheduled for
Delivery
until you have returned to the SAP Main Menu.
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Billing
When you create a billing document, data is copied from the sales order and
the delivery document to the billing document. Delivery items as well as order
items (for example services) can be references for the billing document.
The billing document serves several important functions:

It is the sales and distribution document that helps you to generate invoices.

The billing document serves as a data source for financial accounting (FI) to help
you to monitor and process customer payments.
When you create a billing document, the G/L accounts will normally be updated
automatically.
Exercise SD 14: Create Billing for Customer
Purpose of Exercise
You have issued the goods and now they have to be paid for by the customer. To do this you
need to create a billing document for The Bike Zone relative to the shipment. The billing
document permits the recognition of revenue and its associated accounts receivable.
Menu Path
Logistics  Sales and Distribution  Billing  Billing Document 
Create
Trans Code
The Create Billing Document screen appears. The Delivery Document number should
atomically be inserted. If not you will have to enter it.
154.
Click
to create the document.
The system displays the customer and the materials on the delivery with total values to be
billed.
You can view the Pricing Conditions of each Material.
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155.
Click Mekena to select this line item.
156.
Click
to view the Pricing Conditions for this Material.
157.
Click
to return to the previous screen.
Often you would be required to print the invoice (billing document) so it can be delivered
to the customer.
the GoTo menu  Header  Output
158.
Choose
159.
Type RD00 (invoice) in the Output field.
160.
Select Print output in the Medium field.
161.
Click
162.
Click
to accept the entries.
A new screen appears.
163.
Type LOCL in the Logical destination: field
164.
Click Print immediately to select it.
165.
Click
166.
Click
167.
Select Send immediately (when saving the application) in the Dispatch time: field.
168.
Click
twice
169.
Click
to save your changes.
to return to the previous screen.
.
Record the system message:
Message
170.
Click
to return to SAP main menu.
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Exercise SD 15: Display Billing Document and Customer Invoice
Purpose of Exercise
You are now going to display the billing document created in the last exercise. Preview of the
invoice that your customer will receive and look at the revenue and revenue deduction postings
that took place in our G/L accounts.
Menu Path
Logistics  Sales and distribution  Billing  Billing document 
Display
Trans Code
The Display Billing Document screen appears. The Billing Document number should
atomically be inserted. If not you will have to enter it.
171.
Choose
the Billing Document menu  Issue output to
Your Invoice should be selected.
The system will default the last billing document created.
System Menu: Billing document  Issue output to
172.
Click
to print preview your Invoice.
You should now be viewing the Invoice that your customer would be sent.
173.
Click
174.
Click
175.
Click
to return to the previous screen.
to close the Output screen.
.
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This is the accounting transaction that took place in the background. The transaction
should contain a single posting to the customer’s sub-ledger account increasing their
liability to the company. We can also see our two revenue postings, one for each line item,
and their corresponding posting to revenue deduction deriving from the discounts we
entered. Do these match the conditions we recorded when you created your Sales Order? _
___________________________________________________________________________________
176.
Check the status of your Document Flow.
177. Click
twice to return to the SAP main menu.
Exercise SD 16: Post Receipt of Customer Payment
Purpose of Exercise
You have sent the Invoice to the customer for the Sales Order. The Bike Zone has sent
payment You now need to Post the receipt of a payment to settle the billing. A journal entry is
made to Accounts Receivable for Heartland Bike Company and to the bank checking account in
the G/L.
Menu Path
Accounting  Financial accounting  Accounts receivable 
Document entry  Incoming payment
Trans Code
The Post Incoming Payments screen appears.
178.
Type Today’s date in the Document Date field.
179.
Type <NN>A1 (Bike America) in Company Code: field.
180.
Type USD in the Currency/Rate: field.
181.
Type the following:
Bank data:
Account:
Amount:
1001<NN> (Your Bank Account)
Enter the amount of the payment
Open item selection:
Account:
182.
Select
Customer Number from The Bike Zone <NN>
to Post amount.
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183.
184.
Review the balance.
Double click
the USD Gross amount.
The value should be transferred to the Assigned field automatically and the Not Assigned
field should be 0.00. (You might have to do this more than once).
185.
Click
to save the changes and Post the amount.
Record the system message:
Message
186.
Return
to SAP main menu ignoring warnings.
187.
Choose
Logistics  Sales and distribution  Sales  Order  Display
188.
Type your Order number in the Order field.
189.
Click
to display the Document Flow for your Sales Order.
You can see there are no open documents and the business cycle is complete.
As mentioned previously you can drill down to any document involved in the Sales process
from the Document Flow.
190.
Click
until you have returned to the SAP Main Menu.
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You have now completed the exercises associated with the Sales and Distribution process.
The following some review questions associated with this process.
Which processes does Sales and Distribution include?
Which function in SAP ERP can you use to display the overall status of the processes within
Sales and Distribution?
What are the 3 main components of a sales order?
Name 3 organisational units used in Sales and Distribution
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Materials Management (MM)
Workshop Objectives
At the completion of this workshop you will be able to:
 Create Vendor information.
 Create a Purchase Order.
 Review Purchasing and Stock data.
 Review Vendor and Purchasing evaluations.
 Export Purchasing information to an Excel spreadsheet.
Scenario
Your company has developed a new product, Unicycle, and accordingly you have to create
a Material Master for this product. In addition your Company has decided to do business
with a new Vendor and their details (Vendor Master) have to be entered into SAP ERP.
The company has determined that it stocks of Kids 10 and Disney Bike products are
insufficient. You need to order more products from Great Lakes Bike Supply. You will
create a Purchase Order to send to the Vendor. The Vendor will deliver the products and
send an Invoice. You will need to perform a Goods Receipt and enter the Invoice. Once
you have checked the Invoice against the Purchase Order you will make a payment to the
Vendor.
Materials
Planning
Purchasing
Purchase
Order
Production
Invoice Verification
Inventory
Management
Invoice
Receipt
Goods
Receipt
Transf
Posting
er
Sales
and
Distribution
Financial and
Cost Accounting

Good
sIssue
Master
Data
 Material
 Batch
 Vendors
es
 G/L
 Storage
accountsbins
SAP AG 1999
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Master data
As with other modules in SAP ERP there are a number of Master data items that are
required to support the various business processes within Materials Management. These
include the Material Master, Vendor Master, Condition Master, and Purchasing Info
Master.
Material Master
The Material Master record is the main source of material-specific data in an enterprise. It is used
by all Logistic modules. The integration of all material data in a single database object prevents the
problem of data redundancy. Every area, such as purchasing, inventory management, materials
planning, and invoice verification can use the data stored.
The material master is subdivided into information grouped by user departments (functions). Each
user department has a different View of the material master record and is responsible for
maintaining the data to support their function, for example:
 Purchasing data for ordering
 Inventory management data for posting goods movements and managing physical
inventory
 Accounting data for material valuation upon goods movements or in invoice verification
 Materials planning data for material requirements planning
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Exercise MM 1: Create Material Master for Trading Goods
Purpose of Exercise
The company has created a new trading good material (Unicycle). You need to create the
material master for this product and maintain the various views required by the company as it
uses this material.
Menu Path
Logistics  Materials Management  Material Master  Material 
Create (special)  Trading Goods
Trans Code
The Create Trading Goods (Initial Screen) appears.
1.
Type UB-0010-<NN> in the Material field.
2.
Select Retail in the Industry sector field
3.
Click
to accept these entries and proceed.
The Select Views screen appears.
In SAP, the information stored in the Material Master record is divided into different
views so that a user can request to look at only the information that is of interest to
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him/her. Each user department has its own view of a material master record. For example,
data that relates to the accounting department is stored in the accounting view and data
that relates to material planning is stored in the MRP view. A view can extend to one or
more screens.
4.
Click
to select the following views
Basic data 1
Sales: Org. Data 1
Sales: Org. Data 2
Sales: General/Plant Data
Purchasing
MRP 1
MRP 2
MRP 3
General Plant Data/Storage 1
Accounting 1
5.
Click
to continue.
The Organisation Levels screen appears. Values in the Material Master can vary between
Organisational Units and therefore you need to specify which Organisational Units these
values apply to.
6.
Type <NN>A2 (Bike DC San Diego) in the Plant field.
7.
Type <NN>A1 (Bike USA) in the Sales Org. field
8.
Type IN (Internet) in the Distribution Channel field.
9.
Click
to continue.
The Basic data 1 view appears.
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10.
Type the following details:
Description
Unicycle
Unit of Measure
ST (items)
Material Group
0202 (Bicycles)
Gross Weight
1.5
Net Weight
1.5
Weight Unit
KG
11.
Click
to display this screen
12.
Type the following details:
Division
Delivering Plant
Tax Jurisdict. Code
County Sales Tax
City Sales Tax
01 (Bicycles)
<NN>A2 (Bikes DC San Diego)
0 (Exempt)
0 (Exempt)
0 (Exempt)
13.
Click
to display this screen.
14.
Type 1 in the Scale quantity field.
15.
Type 79 in the Amount field.
16.
Click
to return to the previous screen.
17.
Click
to display this view.
18.
Type 1 ( A Material) in the Matl statistics group field.
19.
Click
20
Type the following details:
to display this view.
Availability Check
Trans. Grp
Loading Grp
02 (individual requirements)
0001 (on pallets)
0002 (hand)
21.
Click
until the Purchasing tab appears.
22.
Click
to display this view.
23.
Type <NN>A (Americas) in the Purchasing Group field.
24.
Click
until the MRP 1 tab appears.
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25.
Click
to display this view.
26.
Type the following details:
MRP Type
MRP Controller
Lot Size
Min lot size
27.
Click
28.
Type the following details:
Planned delivery time
Schedule Margin key
Safety Stock
PD (MRP)
1<NN>
EX (Lot for order quantity)
20
to display this view.
6
1<NN>
20
29.
Click
to display this view.
30.
Type 02 (individual requirements) in the Availability check field.
31.
Click
32.
Type the following details:
Value Class
3100 (Trading Goods)
Moving Price
58.50
Price Unit
1
33.
Click
to display this view.
to save the Material Master.
Record the system messages:
Message
33.
Click
until you have returned to the SAP Main Menu.
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Vendor Master
The Vendor Master record contains information about a vendor from a Purchasing and
Accounting perspective. Data in the vendor master record is structured by organizational
considerations:
 General data is valid for the whole corporate group (client). This includes the vendor
communication data, for example.
 Accounting data is stored at company code level (company) and with the general data.
 Purchasing data on the vendor is managed separately for each purchasing
organization, for example, payment conditions. General data is also relevant to
Purchasing, for example, address data.
In Accounting, the vendor is regarded as the company’s crediting business partner. The vendor
master record is therefore maintained by Accounting and Purchasing.
Exercise MM 2: Create a New Vendor
Purpose of Exercise
Vendors are established in both accounting and purchasing. The vendor master record
requires three views – general, accounting, and purchasing in order to be active. Vendors can
be created centrally meaning that all views are generated concurrently or responsibility can be
distributed to accounting and purchasing for creating and maintaining their respective views.
For this exercise, you will create the vendor Mid West Supply centrally. In this way, this vendor
record will contain all of the information necessary to conduct business transactions.
Menu Path
Logistics  Materials Management  Purchasing  Master Data 
Vendor  Central  Create
Trans Code
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The Create Vendor: Initial Screen appears.
34.
Type <NN>A1 (Bike America) in the Company Code field
35.
Type <NN>A1 (Americas) in the Purchasing Organization field.
36.
Type KRED (Vendor internal assignment number) in the Account Group field.
37.
Click
to proceed.
The Create Vendor: Address screen appears.
38.
Type the following:
Name
Name
Mid West Supply <NN>
Search Term
Search term <NN>
Street Address
Postal code
68516
City
Lincoln
Country
US
Region
NE
Communication
Language
39.
Click
English
or
to accept the entries and proceed to the enxt screen.
The Create Vendor: Control screen appears.
40.
Type 12-34567<NN> in the Tax Number 2
41.
Click
field.
to proceed to the next screen.
There is no data to enter on this screen.
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42.
Click
43.
Type 3001<NN> in the Recon. Account field.
44.
Click
45.
Type 0001 (Payable immediately Due net) in the Payment term field.
46.
Click
47.
Click
Accounting).
to proceed to the next screen (Create Vendor: Accounting Information
Accounting).
to proceed to the next screen (Create Vendor: Payment Transactions
Accounting).
Chk double inv. to select it.
to proceed to the next screen (Create Vendor: Correspondence
48.
Type your name in the Clerk at vendor field.
49.
Click
50.
Type USD in the Order Currency field.
51.
Type 0001 (Payable immediately Due net) in the Terms of payment field.
52.
Click
to proceed to the next screen (Create Vendor: Purchasing data).
to save your new Vendor.
Record the system message:
Message
53.
Click
until you have returned to the SAP Main Menu.
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Procurement Process
The Procurement Process involves a number of activities:
Procurement Environment
Request
Payment processing
Reqmt determination
Invoice verification
Determination of
source of supply
Goods receipt
Vendor selection
Purch.
Pur. order monitoring order
Order processing
 SAP AG 2006








Determination of requirements: The user department responsible can pass a requirement
for materials to the Purchasing department manually, via a purchase requisition. If you
have set a Material Requirements Planning (MRP) procedure for a material in the material
master, then MRP will automatically generate a purchase requisition.
Determination of the source of supply: SAP ERP supports the buyer responsible in many
different ways when determining sources of supply. You can use determination of the
source of supply to create requests for quotation (RFQs) and then to enter the quotations.
Vendor selection: The system supports you during vendor selection by comparing the prices
of the different quotations. By comparing quotations, you can establish, for example, the
most favorable vendor. You can send rejection letters automatically.
Purchase order processing: When you enter purchase orders, the system helps you with the
entries.
Purchase order monitoring: The buyer can monitor the processing status of the purchase
order at any time online. The buyer can, for example, determine whether goods or an
invoice have been received for the corresponding purchase order item. The system also
supports dunning procedures.
Goods receipt: The system compares the goods receipt quantity with the purchase order
quantity.
Invoice Verification: Vendor invoices are checked for accuracy of prices and contents.
Payment processing: Financial Accounting normally deals with vendor payments.
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Organisational Units
Organizational Levels in Procurement
There are a number of organizational units which are involved in the Procurement Process.
Client
Company code
Plant
Storage location
Purchasing organization/
purchasing group
 SAP AG 2006
Exercise MM 2 Create a Purchase Order for Great Lakes Bike Supply
Purpose of Exercise
In the Procurement Process you have already determined the goods that are required and now
you need to create a Purchase Order (PO) for the Kids 10 and Disney Bike products. Once the
PO has been created it will be submitted to the vendor, Great Lakes Bike Supply. When
received and accepted by the vendor, the PO creates a legally binding contract between the two
parties.
Menu Path
Logistics  Materials Management  Purchasing  Purchase 0rder 
Create  Vendor/Supplying Plant Known
Trans Code
The Create Purchase Order screen appears.
54.
Type the vendor number with search term 1<NN> Great Lakes Bike Supply in
Vendor
field.
55.
Click
Header to expand the Header details.
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56.
Type the following:
Purchasing Org
Purch. Group
Company Code
<NN>A1 (Americas Purch. org.)
<NN>A (Americas)
<NN>A1 (Bike America)
57.
Click
to accept the entries.
58.
Click
Item Overview to expand this area.
59.
Type the following details:
Material
KB-0010-<NN>
KB-0011-<NN>
60.
Click
61.
Click
PO Quantity
500
50
Delivery Date
(future date)
(future date)
Net Price
60.00
45.00
Currency
USD
USD
Plant
<NN>A2
<NN>A2
to accept the entries.
in the Header area to display this screen.
Record the total value of the Purchase order $__________
62.
Click
63.
Click
Item detail to expand this area.
in the Item area to display this screen.
Record the value of the Line Item for KB-0010-<NN> $__________
64.
Click
to list the line items of the Purchase Order.
65.
Click Disney Bike to select it.
Record the value of the Line Item for KB-0011-<NN> $__________
66.
Click
to save your new Purchase Order.
A system message will appear.
67.
Click
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The following message should appear:
The message tells you that you have created a PO but have not generated any output to
notify the selected vendor.
68.
Click
to continue.
69.
Click
to save your new Purchase Order again.
This time you will save past the message indicating that no output device (i.e. Printer, FAX,
EDI) was found to communicate this PO to the vendor.
70.
Click
.
Record the system message:
Message
71.
Click
until you have returned to the SAP Main Menu.
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Exercise MM 3: Create a Goods Receipt for the Purchase Order
Purpose of Exercise
The goods requested in the Purchase Order have arrived from Great Lake Bike Supply. You
now need to receive the stock items into inventory. A goods receipt document will be created
referencing your purchase order thereby ensuring that you receive what the products ordered
within the timeframes requested and in quality condition. Goods on hand will be increased and
an accounting document will be generated recognizing the value associated with these goods.
Menu Path
Logistics  Materials Management  Inventory Management 
Goods Movement  Goods Receipt  For Purchase Order 
GR for Purchase Order (MIGO)
Trans Code
The Goods Receipt Purchase Order screen appears.
72.
Check that GR goods receipt 101 appears in the Header.
73.
Type your Purchase Order number in the Purchase Order field.
74.
Click
to continue.
If a line is grayed out Minimize the Item Detail Data by selecting
75.
(Close Detail Data)
Click the OK checkbox for each line item.
Checking the OK checkbox indicates that you want to adopt it into the goods receipt
document.
76.
Type 30 (Finished Goods) in the Sloc field for each line item.
77.
Click
to save your new Goods Reciept.
Record the system message:
Message
78.
Click
until you have returned to the SAP Main Menu.
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Exercise MM 4: Create an Invoice Receipt from Vendor
Purpose of Exercise
After you received the goods from Great Lakes Bike Supply you also received an invoice for
payment of $32,250. This invoice will be posted to an existing G/L expense account in your
Chart of Accounts and saved as an Accounts Payable to Great Lakes Bike Supply. It will be
settled by issuing a cheque to Great Lake Bike Supply at a later date. The invoice is presented
below in order to support your making the necessary journal entry.
INVOICE # 00123- <NN>
ITEMS:
KB-0010- _ _
KB-0011- _ _
TOTAL
(Today’s date)
QUANTITY
PER
500
$60.00
50
$45.00
Great Lake Bike Supply
PRICE:
$30,000
$2,250
$32,250
Thank you for your order
Menu Path
Logistics  Materials Management  Logistics Invoice Verification 
Document Entry  Enter Invoice
Trans Code
The Enter Incoming Invoice: Company Code screen appears.
79.
Type today's date in the Invoice date field.
80.
Check that your Company Code (<NN>A1 Bike – America Battle Creek) is
displayed.
81.
Type your Purchase Order number in Purchasing Order/Scheduling Agreement
field
82.
Type Invoice # 00123-<NN> (from invoice above) in the Text field.
83.
Click
to accept the values.
The details of the Purcahse Order and Vendor details appear on screen.
84.
Type 32250.00 (amount from vendor’s invoice) in the Amount field.
85.
Check that XI (Input Tax) appears as the Tax Code.
86.
Click
to accept the values.
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If the transaction is entered correctly (in respect to Debits and Credits), you will have a
green light with a $0 balance.
You want to view what the actual postings will look like in the general ledgers. It is here
that you can ensure that the Debit / Credit posting is correct, and that the accounts are
affected correctly. Below we can see that our Vendor’s liability is increasing.
87.
Click
to check the proposed Postings.
As the Postings appear to be correct they need to be Posted.
88.
Click
to Post the amount.
Record the system message:
Purchase order
Vendor
89.
Click
Invoice #
Message
until you have returned to the SAP Main Menu.
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Exercise MM 5: Post Payment to Vendor
Purpose of Exercise
You have created the vendor invoice and now you have to issue a payment to Great Lakes Bike
Supply to settle the Accounts Payable. A journal entry is made to Accounts Payable for Great
Lakes Bike Supply and to the bank checking account in the G/L.
Menu Path
Accounting  Financial Accounting  Accounts Payable  Document
Entry  Outgoing Payment  Post
Trans Code
The Post Outgoing Payments: Header Data screen appears.
90.
Type today's date in the Document date field.
91.
Type the following details:
Bank Data
Account:
Amount:
Text:
Open item selection
Account:
92.
1001<NN> (Bank - Checking)
32250.00 (the amount from invoice)
Payment for Goods Received
Account # for Great Lake Bike Supply
Click
to proceed.
A screen appears listing the Open Items
93.
Double Click
32,250.00 which is the invoice you want to apply this payment
towards.
The 32,250.00 should be copied to the Assigned field. If not double click again. Not
Assigned balance should equal 0.00.
94.
Click
to save your new Goods Reciept.
Record the system message:
Message
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Exercise MM 6: Display Vendor Line Items
Purpose of Exercise
You now need to display and confirm the activity and associated balance for the Accounts
Payable for Great Lakes Bike Supply. You should see both a credit and debit posting indicating
the receipt of the invoice and the issuance of a payment to settle this balance due to Great
Lakes Bike Supply.
Menu Path
Accounting  Financial Accounting  Accounts Payable  Account 
Display/Change Line Items
Trans Code
The Vendor Line Item Display screen appears.
95.
Type the account number for your Great Lakes Bike Supply in Vendor Account
field.
96.
Type <NN>A1 in the Company code field.
97.
Click
98.
Click
to select it.
to proceed.
The Line Items for your vendor payment are displayed.
You can see that all of the postings made to our vendor have been cleared. You can drill
down for further detail.
99.
Double click the Invoice Line (RE).
100.
Click
to view the general ledger line items.
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101.
Click
to return to the previous screen.
102
Double click the Vendor Payment Line (KZ)
103.
Click
104.
Click
to view the general ledger line items.
until you have returned to the SAP Main Menu.
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Production Planning (PP)
Effective Production Planning is essential in a manufacturing business and is the
foundation on which the manufacturing organization operates. The manufacturing
environment is one of constant change with conditions changing daily or hourly, customer
emergencies, rush orders, machine breakdowns, quality problems, the list is endless.
In order to do any planning of the production of subassemblies and finished products, a
large amount of basic information must be entered into the Planning System. These Master
Data records define the materials that are used in production, how they are assembled
together to create the finished product, and the manufacturing processes that are involved.
Master Data
Production Planning involves a number of Master data records. These include:

Material Master

Bill of Materials (BOM)

Work Center

Routing

Cost Center

Production Resource and Tools
You are already familiar with the Material Master. The other master data items will be
discussed throughout the exercises.
Organisational Units
Organizational Levels are structures that represent the legal and/or organizational views of an
enterprise. You can design your company structure based on your business processes.
The manufacturing planning and execution process uses the following organizational units:
 Client – all manufacturing organizational elements exist within a client.
 Company code – represents an independent accounting unit. Balance sheets and Profit
& Loss Statements, required by law, are created at the company code level.
 Plant – an organizational unit within a company. A plant produces goods, renders
services, or makes goods available for distribution. A plant can be a manufacturing
facility or a warehouse distribution center.
 Storage location – an organizational unit within a plant. A storage location identifies
the general area in the plant where material is stored. Plants can have multiple storage
locations.
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Exercise PP 1: Create Product Group
Purpose of Exercise
To assist with Sales Order Planning you firstly need to create a Product Group. Product groups
(product families) support high-level planning. A product group combines other product
groups and materials.
Menu Path
Logistics  Production  SOP  Product Group  Create
Trans Code
The Create Product Group: Initial Screen appears.
1.
Type BikeGrp<NN> in the Product group field.
2.
Type Ridge Front & Terrain Stormer Prod Grp in the Description field.
3.
Type <NN>A1 (Bike Plant USA) in the Plant field.
4.
Type EA in the Base Unit field.
5.
Check that Materials radio button has been selected.
6.
Click
to accept your entries
At a later stage you will add Materials to this Product Group.
7.
Click
to save your Product Group.
Record the system message:
Message
8.
Click
until you have returned to the SAP Main Menu.
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Exercise PP 2: Create Material Master for Finished Products
Purpose of Exercise
You need to create two new material masters for the Ridge Front and Terrain Stormer bikes as
finished products. Each of the specific views contains relevant data that constitutes basic
information used for purchasing, costing, production, and all areas in the system.
Menu Path
Logistics  Production  Master data  Material master  Material 
Create (special)  Finished product
Trans Code
The Create Finished Goods (Initial Screen) appears.
9.
Type FG-0011-<NN> in the Material field.
10.
Click
to accept these entries and proceed.
The Select Views screen appears.
11.
Click
to select the following views
Basic data 1
Sales: Org. Data 1
Sales: Org. Data 2
Sales: General/Plant Data
MRP 1
MRP 2
MRP 3
Work Scheduling
General Plant Data/Storage 1
Accounting 1
Costing 1
5.
Click
to continue.
6.
Type <NN>A1 (Bike Plant USA) in the Plant field.
7.
Type <NN>A1 (Bike USA) in the Sales Org. field
8.
Type IN (Internet) in the Distribution Channel field.
9.
Click
to continue.
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10.
Type the following details
Basic Data 1 View
Description
Unit of Measure
Material Group
Gross Weight
Net Weight
Weight Unit
Ridge Front <NN>
EA (Each)
0202 (Bicycles)
9
9
KG
Sales: Sales org. 1 View
Division
Delivering Plant
Tax Jurisdict.Code
County Sales Tax
City Sales Tax
01 (Bicycles)
<NN>A1 (Bike Plant USA)
0 (Exempt)
0 (Exempt)
0 (Exempt)
Click
Scale Quantity
Amount
Click
to display this screen
1
390
to return to the previous screen
Sales: Sales org. 2 View
Matl statistics group
1 (‘A’ Material)
Sales: General/Plant Data View
Availability Check
Trans. Grp
Loading Grp
02 (Individual Requirements)
0001 (On pallets)
0002 (By Hand)
MRP 1 View
MRP Type
Planning Time Fence
MRP Controller
Lot Size
Minimum lot size
M1 (MPS, Auto Firm, Reschedule)
10
1<NN>
EX (Lot for order quantity)
10
MRP 2 View
In house production
Planned delivery time
Schedule Margin key
Safety Stock
3
2
1<NN>
100
MRP 3 View
Strategy Group
Consumption mode
40 (Planning with final assembly)
1 (backward consumption only)
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Bwd consumption per.
30
Availability check
02
Press <ENTER> to bypass warning
Work Scheduling
Production Scheduler
1<NN> (Controller)
Production Scheduler profile 10 (Release and Schedule)
Accounting 1 View
Value Class
Price Control
Price Unit
Standard Price
7920
S
1
340
Costing 1 View
With Qty Structure
Material Origin
10.
Click
to save your Material.
Record the system message:
Message
You are going to complete a similar process for the Terrian Stromer <NN>
11.
Type FG-0012-<NN> in the Material field.
12.
Click
to accept these entries and proceed.
The Select Views screen appears.
13.
Click
to select the following views
Basic data 1
Sales: Org. Data 1
Sales: Org. Data 2
Sales: General/Plant Data
MRP 1
MRP 2
MRP 3
Work Scheduling
General Plant Data/Storage 1
Accounting 1
Costing 1
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14.
Click
to continue.
15.
Type <NN>A1 (Bike Plant USA) in the Plant field.
16.
Type <NN>A1 (Bike USA) in the Sales Org. field
17.
Type IN (Internet) in the Distribution Channel field.
18.
Click
19.
Type the following details
to continue.
Basic Data 1 View
Description
Unit of Measure
Material Group
Gross Weight
Net Weight
Weight Unit
Terrain Stormer <NN>
EA (Each)
0202 (Bicycles)
9.5
9.5
KG
Sales: Sales org. 1 View
Division
Delivering Plant
Tax Jurisdict.Code
County Sales Tax
City Sales Tax
01 (Bicycles)
<NN>A1 (Bike Plant USA)
0 (Exempt)
0 (Exempt)
0 (Exempt)
Click
Scale Quantity
Amount
Click
to display this screen
1
490
to return to the previous screen
Sales: Sales org. 2 View
Matl statistics group
1 (‘A’ Material)
Sales: General/Plant Data View
Availability Check
Trans. Grp
Loading Grp
02 (Individual Requirements)
0001 (On pallets)
0002 (By Hand)
MRP 1 View
MRP Type
Planning Time Fence
M1 (MPS, Auto Firm, Reschedule)
10
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MRP Controller
Lot Size
Minimum lot size
MRP 2 View
In house production
Planned delivery time
Schedule Margin key
Safety Stock
1<NN>
EX (Lot for order quantity)
10
2
2
1<NN>
100
MRP 3 View
Strategy Group
40 (Planning with final assembly)
Consumption mode
1 (backward consumption only)
Bwd consumption per.
30
Availability check
02
Press <ENTER> to bypass warning
Work Scheduling
Production Scheduler
1<NN> (Controller)
Production Scheduler profile 10 (Release and Schedule)
Accounting 1 View
Value Class
Price Control
Price Unit
Standard Price
7920
S
1
415
Costing 1 View
With Qty Structure
Material Origin
20.
Click
to save your Material.
Record the system message:
Message
21.
Click
to return to the previous screen
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Exercise PP 3: Edit Product Group
Purpose of Exercise
You created your product group earlier. Product Groups are used to support high-level
planning. You now need to include your new products in the existing Product Group.
Menu Path
Logistics  Production  SOP  Product Group  Change
Trans Code
The Change Product Group Initial Screen appears. Your previously created Product
Group (BIKEGRP<NN>) should appear in the Product Group field.
22.
Click
to accept these entries and proceed.
An information screen appears.
23.
Click
to continue.
24.
Type FG-0011-<NN> in the Member Number field.
25.
Type <NN>A1 in the Plant field.
26.
Type 75 in the Proportion field.
27.
Type FG-0012-<NN> in the Member Number field.
28.
Type <NN>A1 in the Plant field.
29.
Type 25 in the Proportion field.
30.
Click
to accept these entries.
31.
Click
to save your changes.
Record the system message:
Message
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Bill of Materials (BOM)
Bills of material (BOM’s) contain essential master data for integrated materials
management, production control and product costing. The BOM shows all the subassemblies and raw materials that are required to make one unit of the finished product.
The number in brackets specifies how many units are required at each level.
A240
4 speed bicycle
C200
Frame (1)
C420
Wheel (2)
E412
Leather seat (1)
The data stored in a bill of material serves as a basis for activities such as:
• MRP
• Work scheduling
• Procurement (Purchasing)
• Product costing
Exercise PP 9: Create Bill of Materials
Purpose of Exercise
You are going to create a Bill of Material (BOM) for Ridge Front and Terrain Stormer bikes which
consists of both semi-finished products (assemblies) and raw materials The BOM is a list of
components needed to create the end product. The.
Menu Path
Logistics  Production  Master Data  Bills of Material  Bill of
Material Material BOM  Create
Trans Code
The Create material, BOM: Initial Screen appears.
32.
Type FG-0011-<NN> (Ridge Front <NN>) in the Material field.
33.
Type <NN>A1 (Bike Plant USA) in the Plant field.
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34.
Type 1 (Production) in the BOM Usage field.
35.
Click
to accept these entries and proceed.
The General Item Overview screen appears.
36.
Type the following details:
ICT (Item
category)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
Component
Quantity
SF-0010-<NN>
SF-0020-<NN>
SF-0030-<NN>
SF-0050-<NN>
RM-0170-<NN>
RM-0150-<NN>
RM-0160-<NN>
1
1
1
1
1
2
2
37.
Press <ENTER> to populate the rest of the screen.
38.
Click
to save your changes.
Record the system message:
Message
You now need to create the BOM for the Terrain Stormer bicycle.
39.
Type FG-0012-<NN> (Ridge Front <NN>) in the Material field.
40.
Type <NN>A1 (Bike Plant USA) in the Plant field.
41.
Type 1 (Production) in the BOM Usage field.
42.
Click
to accept these entries and proceed.
The General Item Overview screen appears.
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36.
Type the following details:
ICT (Item
category)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
L (Stock Item)
Component
Quantity
SF-0010-<NN>
SF-0020-<NN>
SF-0030-<NN>
SF-0050-<NN>
RM-0180-<NN>
RM-0150-<NN>
RM-0160-<NN>
1
1
1
1
1
2
2
37.
Press <ENTER> to populate the rest of the screen.
38.
Click
to save your changes.
Record the system message:
Message
39.
Click
to return to the SAP Main Menu.
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Exercise PP 10: Viewing BOM
Purpose of Exercise
You have created a BOM for each of the Ridge Front and Terrain Stormer bikes. You would now
like to view the BOM including the sub-assemblies.
Menu Path
Information Systems  General Report Selection  Logistics–General 
Logistics Basic Data  Bill of Material  Display Multilevel BOM
Trans Code
The BOM Explosion MultilevelBOM Initial Screen appears.
40.
Type FG-0012-<NN> (Terrain Stormer <NN>) in the Material field.
41.
Type <NN>A1 in the Plant field.
42.
Type 1 in the BOM Usage field
To determine the material requirements for your BOM you need to enter the number of
bikes required.
43.
Type 1 in the Required Quantity field.
44.
Click
to execute the report.
A screen appears similar to below
45.
Click
until you return to the SAP Main Menu.
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Work Centres
A work center is where an operation or activity
is carried out within a plant. It can represent a
geographical location or a particular machine in
a dept. Examples : Lathe 2, Line A, Group 12.
Work centres are used in routings, costing
calculations, and scheduling.
Routings: Overview
Material
Routing
Operation 20
Operation 10




Work center
Texts
Control data
Times
Routings
A
Material
A routing contains the operations to be performed,
their sequence and the various work centers involved
to manufacture an item.
A routing includes the following information: standard times for activities such as setup and
processing
Material
work components
centers where the operations are
performed
 the material components assigned to the
PRTs
operations
 instructions of what to do at each operation
 resources or tools required
Inspection char.
 SAP AG1999
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Exercise 11: Create Finished Products Routing
Purpose of Exercise
You now need to create a routing for finished product. A routing is a description of which
operations and the order in which they are carried out. Routings also contain details about the
work centers, labor time, machining time, setup time, and components assigned at each
operation.
Menu Path
Logistics  Production  Master data  Routings  Routings 
Standard routings  Create
Trans Code
The Create Routing: Initial Screen appears.
46.
Type FG-0011-<NN> (Ridge Front <NN>) in the Material field.
47.
Type <NN>A1 (Bike Plant USA) in the Plant field
48.
Check that Group field in blank.
49.
Click
to accept these entries and proceed.
The Create Routing: Header Details screen appears.
50.
Type 1 (Production) in the Usage: field.
51.
Type 4 (released-general).in the Status field.
52. Click
53.
to move to this screen.
Type the following details.
Operation
Work Center
0010
<NN>WC1 (Bike Assembly)
Control
Key
ASSY (Assembly)
0020
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Attach Front and Rear Wheel to
Frame
Saddle connected to Frame
0030
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Handle Bars connected to Frame
0040
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Attach Pedals
0050
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Install Break Kits - Assembly Finished
54.
Description
Press <ENTER> to accept the values and move to the next screen.
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A warning appears in the Status Bar.
55.
Type 3 in the Setup field.
56.
Click
57.
Type 9 in the Labor field.
58.
Click
to proceed.
to proceed.
You will notice that you have been moved to the next activity (0020) in the Routing.
59.
Type remaining values. (Press <ENTER> after each one).
Operation
0020
0030
0040
0050
Setup
4
3
3
2
Labor
5
5
4
9
After the operational steps are laid out, the components must be allocated to the individual
operations. This is a progressive process where each operation builds off the materials that
entered production in the previous operations.
58.
Click
to proceed.
59.
Click
of the Component row SF-0010-<NN> to select it.
60.
Click
of the Component row SF-0020-<NN> to select it.
61.
Click
of the Component row SF-0170-<NN> to select it.
62.
Click
63.
Type 10 in the Oper/Act field.
64.
Click
65.
Click
66.
Click
.
to continue.
of the Component row SF-0030-<NN> to select it.
.
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67.
Type 20 in the Oper/Act field.
68.
Click
69.
Click
70.
Click
71.
Type 30 in the Oper/Act field.
72.
Click
73.
Click
74.
Click
75.
Type 40 in the Oper/Act field.
76.
Click
77.
Click
78.
Click
79.
Type 50 in the Oper/Act field.
80.
Click
81.
Click
to move to this screen.
82.
Click
to display the Routing Graphic.
You can use
83.
Click
to continue.
of the Component row SF-0040-<NN> to select it.
.
to continue.
of the Component row SF-0150-<NN> to select it.
.
to continue.
of the Component row SF-0160-<NN> to select it.
.
to continue.
to zoom in on various aspects of the routing graphic.
to return to previous screen then
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Record the system message:
Message
You are going to repeat the process for the Terrain Stormer bicycle.
85.
Type FG-0012-<NN> (Terrain Stormer <NN>) in the Material field.
86.
Type <NN>A1 (Bike Plant USA) in the Plant field
87.
Check that Group field in blank.
88.
Click
to accept these entries and proceed.
The Create Routing: Header Details screen appears.
89.
Type 1 (Production) in the Usage: field.
90.
Type 4 (released-general).in the Status field.
91.
Click
92.
Type the following details.
to move to this screen.
Operation
Work Center
0010
<NN>WC1 (Bike Assembly)
Control
Key
ASSY (Assembly)
0020
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Attach Front and Rear Wheel to
Frame
Saddle connected to Frame
0030
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Handle Bars connected to Frame
0040
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Attach Pedals
0050
<NN>WC1 (Bike Assembly)
ASSY (Assembly)
Install Break Kits - Assembly Finished
93.
Description
Press <ENTER> to accept the values and move to the next screen.
A warning appears in the Status Bar.
94.
Type 3 in the Setup field.
95.
Click
to proceed.
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96.
Type 9 in the Labor field.
97.
Click
to proceed.
You will notice that you have been moved to the next activity (0020) in the Routing.
98.
Type remaining values. (Press <ENTER> after each one).
Operation
0020
0030
0040
0050
Setup
4
3
3
2
Labor
5
5
4
9
99.
Click
to proceed.
100.
Click
of the Component row SF-0010-<NN> to select it.
101.
Click
of the Component row SF-0020-<NN> to select it.
102.
Click
of the Component row SF-0180-<NN> to select it.
103.
Click
104.
Type 10 in the Oper/Act field.
105.
Click
106.
Click
107.
Click
108.
Type 20 in the Oper/Act field.
109.
Click
110.
Click
111.
Click
112.
Type 30 in the Oper/Act field.
.
to continue.
of the Component row SF-0030-<NN> to select it.
.
to continue.
of the Component row SF-0050-<NN> to select it.
.
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113.
Click
114.
Click
115.
Click
116.
Type 40 in the Oper/Act field.
117.
Click
118.
Click
119.
Click
120.
Type 50 in the Oper/Act field.
121.
Click
122.
Click
to move to this screen.
123.
Click
to display the Routing Graphic.
You can use
to continue.
of the Component row SF-0150-<NN> to select it.
.
to continue.
of the Component row SF-0160-<NN> to select it.
.
to continue.
to zoom in on various aspects of the routing graphic.
124.
Click
to return to the previous screen.
125.
Choose
126.
Type 1 (Forwards) in the Scheduling Type field.
127.
Type 10 in the Lot size field to indicate the number of bikes.
128.
Click
129.
Select 00000000001 (Operation segments) in the Overview var. field.
the Extras menu then  Scheduling  Schedule.
to continue.
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130.
Click
to continue.
The Schedule Overview for your Bike appears:
131.
Click
to display the schedule in Gantt Chart form..
To make the chart easier to read you can change the Time Unit.
132.
Choose
the Time Unit menu then  Quarter Hour..
The schedule Gantt chart appears.
To better understand the chart:
133.
Click
.
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134.
Click
to return to the previous screen (Save Gantt Chart).
135.
Click
to save your Routing.
Record the system message:
Message
136.
Click
until you return to the SAP Main Menu.
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Financial Accounting (FI)
The function of accounting is to provide financial documentation and information for an
enterprise and other interested parties that are associated with it. There are basically two
types of accounting:
 External accounting is oriented more towards satisfying the information requirements
of external parties. This is referred to as Financial Accounting (FI).
 Internal accounting meets the reporting demands of internal enterprise groups. This is
referred to as Cost Accounting (CO).
External
Reporting
External Accounting
Liquidity
calculation
Retained
earnings
report
Balance
sheet
Profit
& Loss
(P/L)
Internal
Reporting
Internal Accounting
Product
costs
reports
Cost
center
reports
Profit
margin
Profit
center
reports
Financial Accounting
The payment of vendor invoices and the receipt of customer payments is handled by the Financial
Accounting (FI) module. The major components of this module are the general ledger(G/L) and
subledger accounting (accounts payable, accounts receivable, and asset accounting), and
consolidation.
 Accounts Payable records all accounting transactions for dealings with suppliers. Much of its
data is obtained from procurement (Materials Management).
 Accounts Receivable records all accounting transactions for dealings with customers. Much of
its data is obtained from Sales and Distribution.
 Asset Accounting records all accounting transactions relating to the management of assets.
 Travel Management manages and calculates travel costs and supports travel planning and
travel expenses
 Bank ledger supports the posting of cash flows.
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Essentially, the general ledger serves as a complete record of all business transactions. It is
the centralized, up-to-date reference for the rendering of accounts. Actual individual
transactions can be checked at any time in real-time processing by displaying the original
documents, line items, and transaction figures at various levels such as:




Account information
Journals
Totals/transaction figures
Balance sheet/profit and loss evaluations
General Ledger Master Records
G/L account master records contain the data that is always needed by the general ledger to
determine the account's function. The G/L account master records control the posting of
accounting transactions to G/L accounts and the processing of the posting data. Before you
can make postings to a G/L account, you have to create a master record in the system for
that account.
G/L account master records are divided into two areas so that company codes with the
same chart of accounts can use the same G/L accounts.
 Chart of accounts area
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The chart of accounts area contains the data that is valid for all company codes, such as
the account number. It is a list of all G/L account master records which are used in one
or several company codes. For every G/L account master record, the chart of accounts
contains the account number, the account name and controlling information.
 Company code specific area
The company code specific area contains data that may vary from one company code to
another, such as the currency in which the account may be posted.
General Ledger Master Data
The following objects play a central role in the creation and management of master
records:
 Chart of Accounts List
 Chart of accounts
 Account group

The sample account and the data transfer rules are optional and provide special functions.
The following figure gives an overview of these objects
 The chart of accounts list contains all of the charts of accounts that you support
within a client.
 The chart of accounts in the R/3 system is
 The sample account and the data transfer rules determine which field values are
predefined when creating a G/L account master record and whether these values
can be overwritten.
 The account group is a summary of characteristics that control the creation of
master records. You can use it to determine which fields must or can be filled when
creating the master record. In addition, it can be used to predefine a number
interval, from which the numbers for the master records should be chosen.
Accounts that require the same master record fields and use the same number
interval are created with the same account group.

The G/L account master record in the company code contains company code-specific
information which controls the entry of data to this account and the management of the
account.
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Exercise FI 1: Display Chart of Accounts
Purpose of Exercise
You need to review a listing of the General Ledger (G/L) accounts that are part of your Chart of
Accounts. For each G/L account, the Chart of Accounts contains the account number, the
account name, and additional technical information.
A Chart of Accounts may be shared by many Company Codes. Each Company Code must be
assigned a Chart of Accounts. Once a Chart of Accounts is assigned to a Company Code, it
becomes the operative Chart of Accounts for that Company Code and it is used to capture
information for both financial accounting (FI) and cost accounting (CO).
Other possible Charts of Accounts may be required to capture additional information to support
international business accounting purposes including:
 Country-specific Charts of Accounts
This is structured in accordance with legal requirements of a specific country.
 Group Chart of Accounts
This is structured in accordance with requirements pertaining to consolidated financial
statements.
Menu Path
Accounting  Financial accounting  General ledger  Information system 
General ledger reports  Master data  Chart of accounts
Trans Code
The Chart of Accounts screen appears.
1.
Type <NN>A1 in the Chart of Accounts field.
2.
Check that 1 is in the Charts of accts not assigned field.
3.
Click
to display your Chart of Accounts.
Record information on your Chart of Accounts in the table below:
GL Account Number
GL Account Name
1001 _ _
2011 _ _
3001 _ _
3101 _ _
3501 _ _
6001 _ _
6101 _ _
7401 _ _
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7601 _ _
7801 _ _
7901 _ _
4.
Click
until you are returned to the SAP main menu.
Exercise FI 2: Display Chart of Accounts
Purpose of Exercise
Review a listing of the General Ledger (G/L) accounts that are part of your Chart of Accounts
and that have been made operative for your Company Code. Each G/L account being used by a
Company Code has both Chart of Account and Company Code specific information. In this
way, a Chart of Accounts may be used by several Company Codes with each having their own
unique information and settings.
Menu Path
Accounting  Financial accounting  General ledger  Information system 
General ledger reports  Master data  GL account list .
Trans Code
5.
Type <NN>A1 in the Chart of Accounts field.
6.
Click
to display your Chart of Accounts
How does this information differ than the information in Exercise 1?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
7.
Click
until you are returned to the SAP main menu.
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Exercise FI 3: Create General Ledger Account
Purpose of Exercise
You now need to create a general ledger account in your Chart of Accounts to support an
additional bank account. Businesses commonly maintain several bank accounts (e.g., general
checking, payroll, and money market) that are listed on their balance sheet.
Menu Path
Accounting  Financial accounting  General ledger  Master records 
GL/Accounts Individual processing  Centrally
Trans Code
The Create G/L Account screen appears.
8.
Type 1011<NN> in the G/L Account field.
9.
Type <NN>A1 (Bike America) in the Company Code field.
10.
Click
11.
Type the following details:
to create the new account.
Control in Chart of Accounts

Account Group:

Balance Sheet Account
Balance Sheet Accounts
Select
Description
 Short text:
 G/L acct long text:
Alternate Bank
(enter your bank name)
Consolidation data in chart of accounts
 Group Account Number:
100100
12.
Click
to move to this screen.
13.
Type the following details:
Account Control in Company Code
 Account Currency:
 Only balances in local crcy
USD
Select
Account Management in Company Code
 Line item display
Select:
 Sort key
001 (Posting Date)
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14.
Click
to move to this screen.
Control of document creation in company code
 Field status group:
ZALL (All Accounts)
15.
Click
to
save your account.
Record the system message:
Message
16.
Click
until you are returned to the SAP main menu.
Exercise FI 4: Post Transfer of Funds to Alternate Bank Account
Purpose of Exercise
You now need to generate a journal entry to test your new G/L Account by transferring funds
from your current bank account to this new bank account.
Menu Path
Accounting  Financial accounting  General ledger  Posting 
Enter G/L account document
Trans Code
The Enter G/L Account Document screen appears.
17.
Type today’s date in the Document Date field.
18.
Type USD in the Currency field.
19.
Type Transfer of Funds in the Doc. Header Text field.
Your Company Code (<NN>A1) should appear by default.
20.
Type 1011<NN> (Alternate Bank Account) in the G/L acct field.
21.
Select Debit in the D/C field.
22.
Type 5000.00 in the Amount in doc curr. field.
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Next row:
23.
Type 1001<NN> (Bank) in the G/L acct field.
24.
Select Credit in the D/C field.
25.
Type 5000.00 in the Amount in doc curr. field.
26.
Click
to accept the entries.
Before the transfer is to occur you should simulate the posting to check that everything is
OK.
27.
Click
to check if the postings are correct.
Your screen should appear similar to below:
Do Debits = Credits? _____________________________________________________
What kind of accounts make up this transaction? _____________________________
What is the PK stand for on the simulate screen? _____________________________
28.
Click
to return to the previous screen..
29.
Click
to post the amount.
Record the system message:
Message
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30.
Click
until you are returned to the SAP main menu.
Exercise FI 5: Post Purchase of Operating Supplies
Purpose of Exercise
You drive down to Office Supply Depot and buy $675 of supplies (paper, folders, and a new
software package) and pay for the purchase with a company check drawn on your new bank
account. You need to generate a journal entry using your new bank account to purchase office
supplies. The business scenario is that you need some office supplies immediately.
Menu Path
Accounting  Financial accounting  General Ledger  Posting 
Enter G/L account document
Trans Code
The Enter G/L Account Document appears on screen.
30.
Type today’s date in the Document Date field.
31.
Check that Currency field is USD.
32.
Type Office Supplies in the Doc. Header Text field.
Your Company Code (<NN>A1) should appear by default.
33.
Type 7401<NN> (Supplies Expense Account) in the G/L acct field.
34.
Select Debit in the D/C field.
35.
Type 80.00 in the Amount in doc curr. field.
36.
Type A010 in the Cost center field.
Next row:
37.
Type 7701<NN> (Information Technology Expense Account) in the G/L acct field.
38.
Select Debit in the D/C field.
39.
Type 595.00 in the Amount in doc curr. field.
40.
Type A020 in the Cost center field.
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Next row:
41.
Type 1011<NN> (Alternate Bank Account) in the G/L acct field.
42.
Select Credit in the D/C field.
43.
Type 675.00 in the Amount in doc curr. field.
44.
Click
to accept the entries.
Your screen should appear similar to below.
Before the transfer is to occur you should simulate the posting to check that everything is
OK.
45.
Click
to check if the postings are correct.
Do Debits = Credits? _______________________
What kind of accounts make up this transaction? _____________________________
46.
Click
to return to the previous screen.
47.
Click
to post the amount.
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Record the system message:
Message
48.
Click
until you are returned to the SAP main menu.
Exercise FI 6: Display General Ledger Account Balances
Purpose of Exercise
You have paid for Office supplies and now want to display and confirm by individual account
number the activity and associated balances for several accounts affected in your G/L.
Menu Path
Accounting  Financial accounting  General Ledger  Account 
Display balances
Trans Code
The G/L Account Balance Display appears on screen.
49.
Type
1011<NN> in the G/L account field.
50.
Type
<NN>A1 in the Company code field
51.
Type
Current Year in the Fiscal Year field.
52.
Click
to execute the report.
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Your screen may appear differently depending on the transactions you have executed
within your company.
What is the Credit amount? _______________________________________________
53.
Click
to return to the previous screen
54.
Repeat
Account
1001<NN>
this for the following G/L Account Numbers and record amounts below:

1001<NN>

7401<NN>

7701<NN>
Debit
Credit
7401<NN>
7701<NN>
55.
Click
until you have returned to the SAP main menu.
Exercise FI 7: Display Multiple General Ledger Account Balances
Purpose of Exercise
You now want to Display and confirm the activity and associated balances for a series of
accounts in your company’s General Ledger.
Menu Path
Accounting  Financial accounting  General ledger  Account 
Display balances
Trans Code
The G/L Account Balance Display appears on screen.
56.
Type
<NN>A1 in the Company code field
57.
Type
Current Year in the Fiscal Year field.
You want to enter a range of account codes to display their total balances.
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58.
Click
associated with the Account Number field to display the multiple
selection dialog screen.
59.
Click
60.
Type
100000 in the Lower limit field.
61.
Type
999999 in the Upper limit field.
62.
Click
to copy the values and return to the previous screen.
63.
Click
to execute the report.
to display this screen.
The report for all your accounts appears.
SAP allows you to “drill down” into reports to see the actual items that make up the
balance in an account. To view the details about the Debits:
64.
Double Click the Debit amount for the current period.
The G/L Account Line Items are displayed.
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You can select the document by selecting the check box and the look at the document by
selecting the display document icon
on the transaction icon bar.
65.
Click the G/L Account line item for account 1011<NN> to select it.
66.
Click
to display more details.
67.
Click
to display document header.
68.
Record
the following information:
Document Type: ____________________________________________________________
Document Header Text: ______________________________________________________
Document Date: _____________________________________________________________
Posting Date: _______________________________________________________________
Reference Key: _____________________________________________________________
What is the reference key? _______________________________________________________
69.
70.
Click
Click
to close the screen.
until you have returned to the SAP main menu.
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Exercise FI 8: Create Vendor Master Record for Landlord
Purpose of Exercise
Vendors are established in both accounting and purchasing. The vendor master record
requires three views – general, accounting, and purchasing in order to be active. Vendors can
be created centrally meaning that all views are generated concurrently or responsibility can be
distributed to accounting and purchasing for creating and maintaining their respective views.
For this exercise, the Chief Financial Officer has requested you create a new vendor account for
Tanager Leasing – the firm from which you are renting your new office and warehouse space.
Menu Path
Accounting  Financial Accounting  Accounts Payable  Master
Records  Create
Trans Code
The Create Vendor: Initial Screen appears.
71.
Type <NN>A1 (Bike America) in the Company Code field
72.
Type KRED (Vendor internal assignment number) in the Account Group field.
You are going to base this new Vendor on a previously created Vendor.
73.
Type the Vendor Number for a previously created Vendor (Mid West Supply
<NN>) in the Reference field.
74.
Type <NN>A1 (Bike America) in the Company Code field
75.
Click
to proceed.
The Create Vendor: Address screen appears.
76.
Type the following:
Name
Name
Cardinal Properties <NN>
Search Term
Search term <NN>
Street Address
Postal code
55347
City
Eden Prairie
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Country
US
Region
MN
Communication
Language
77.
English
Click
or
to 3 times accept the entries and proceed to the next screen.
The Create Vendor: Accounting Information Accounting screen appears.
78.
Check that 3001<NN> in the Recon. Account field.
79.
Click
80.
Check that 0001 (Payable immediately Due net) in the Payment term field.
81.
Check that
82.
Click
to proceed to the next screen (Create Vendor: Payment Transactions
Accounting).
Chk double inv. is selected.
to save your new Vendor.
Record the system message:
Message
83.
Click
until you have returned to the SAP Main Menu.
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Exercise FI 9: Create Invoice Receipt for Rent Expense
Purpose of Exercise
You have received an invoice from Cardinal Properties for this month’s rent of $1,500.00. This
invoice will be posted to an existing G/L expense account in your Chart of Accounts and saved
as an Accounts Payable to Cardinal Properties. It will be settled (payed) by issuing a check to
Cardinal Properties at a later date.
INVOICE # 123-<NN>
Cardinal Properties
CURRENT Month Rent
Total
$1,500.00
Navigation
Menu Path
Accounting  Financial accounting  Accounts payable  Document
entry  Invoice
Trans Code
The Enter Incoming Invoice: Company Code screen appears.
84.
Type Vendor Number for Cardinal Properties <NN> in the Vendor field.
85.
Type today's date in the Invoice date field.
86.
Type 1500 in the Amount field to reflect the amount from the invoice.
87.
Type Invoice 123-<NN> (from invoice above) in the Text field as a future
reference.
88.
Type 7801<NN> in the G/L Account field to identify the account allocated to rent
expenses.
89.
Check that the D/C field is set to Debit.
90.
Type 1500 in the Amount in doc. curr. field.
91.
Type A005 in the Cost Center field.
92.
Click
to accept the values.
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93.
Click
to check the proposed Postings are correct.
As the Postings appear to be correct they need to be Posted.
What is the document type?
To which accounts were postings made? __________________________________________
94.
Click
to Save the document.
Record the system message:
Message
95.
Click
until you have returned to the SAP Main Menu.
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Exercise FI 10: Display and Review General Ledger Account Balances
and Individual Line Items
Purpose of Exercise
You now want to display and confirm the activity and associated balance for the rent expense
account used in the previous exercise
Menu Path
Accounting  Financial accounting  General ledger  Account 
Display balances
Trans Code
The G/L Account Balance Display appears on screen.
96.
Type
7801<NN> in the Account number field
97.
Type
Current Year in the Fiscal Year field.
98.
Click
to execute the report.
The report for all your accounts appears.
Record the information in the ledger below
Verify details of:
Account
Debit
Credit
Comments
SAP allows you to “drill down” into reports to see the actual items that make up the
balance in an account. To view the details about the Debits:
99.
Double Click the Debit amount for the current period.
The G/L Account Line Items are displayed.
100.
Click
until you have returned to the SAP main menu.
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Exercise FI 11: Display and Review Accounts Payable Balances and
Individual Line Items
Purpose of Exercise
You now need to display and confirm the activity and associated balance for the Accounts
Payable for Cardinal Properties. Note that this transaction is considered to be “open” which
means that payment has not been sent to Cardinal Properties as of this time.
Navigation
Menu Path
Accounting  Financial accounting  Accounts payable  Account 
Display balances
Trans Code
The Vendor Balance Display appears on screen.
101.
Type
Vendor Number for Cardinal Properties <NN> in the Vendor field.
102.
Type
<NN>A1 in the Company code field.
103.
Type
Current Year in the Fiscal Year field.
104.
Click
to execute the report.
Record the information in the ledger below.
Account
105.
Debit
Credit
Comments
Double Click the Debit amount for the current period.
You can see that the document status is open, meaning you have not paid our Vendor.
106.
Click
until you have returned to the SAP main menu.
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Exercise FI 12: Post Payment to Landlord
Purpose of Exercise
You now need to issue a payment to Cardinal Properties to settle the Accounts Payable for this
month’s rent A journal entry is made to Accounts Payable for Cardinal Properties and to the
bank checking account in the General Ledger.
Navigation
Menu Path
Accounting  Financial accounting  Accounts payable  Document
entry  Outgoing payment  Post
Trans Code
The Post Outgoing Payments: Header Data screen appears.
107.
Type today's date in the Document date field.
108.
Type the following details:
Bank Data
Account:
Amount:
Text:
Open item selection
Account:
109.
1011<NN> (Bank - Checking)
1500.00 (the amount from invoice)
Invoice # 123-<NN>
Vendor # for Cardinal Properties <NN>
Click
to proceed.
A screen appears listing the Open Items
110.
Double Click
1,500.00 which is the invoice you want to apply this payment
towards.
The 1,500.00 should be copied to the Assigned field. If not double click again. Not Assigned
balance should equal 0.00.
111.
Click
to save your new Goods Reciept.
Record the system message:
Message
112.
Click
until you have returned to the SAP main menu.
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Exercise FI3: Display and Review General Ledger Account Balances
and Individual Line Items
Purpose of Exercise
You now need to display and confirm the activity and associated balance for the bank account
used in the previous exercise have been settled.
Navigation
Menu Path
Accounting  Financial accounting  General ledger  Account 
Display balances
Trans Code
The G/L Account Balance Display appears on screen.
113.
Type
1011<NN> in the Account number field
114.
Type
<NN>A1 in the Company code field.
115.
Type
Current Year in the Fiscal Year field.
116.
Click
to execute the report.
The report for all your accounts appears.
Record the information in the ledger below
Document #
117.
Click
Type
Amount
Comments
until you have returned to the SAP main menu
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Exercise FI 14: Display and Review Accounts Payable Balances and
Individual Line Items
Purpose of Exercise
You now need to display and confirm the activity and associated balance for the Accounts
Payable for Cardinal Properties to ensure they have been settled for this vendor.
Navigation
Menu Path
Accounting  Financial accounting  Accounts payable  Account 
Display/Change line items
Trans Code
The Vendor Balance Display appears on screen.
118.
Type
Vendor Number for Cardinal Properties <NN> in the Vendor field.
119.
Type
<NN>A1 in the Company code field.
120.
Click
All items to select it
121.
Click
to execute the report.
You can see that the document status is now closed, meaning you have paid your Vendor.
Verify details of:
Document #
Type
122.
until you have returned to the SAP main menu.
Click
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Managerial Accounting (CO)
Controlling (CO) is assigned the task of recording all business-related expenses and
revenues in detail, in order to provide more exact information about the utilisation of Costs
and Assets within the company. Management Accounting consists of:
 Cost Element Accounting (CO-OM-CEL) provides information about what type
these cost or revenues are (e.g. personnel costs).
 Overhead Costs Controlling (CO-OM) focuses on assimilating costs that cannot be
directly assigned to the goods and services of a company and, when possible,
allocating them further on a cause-effect basis.
 Product Cost Controlling (CO-PC) assimilates the costs for the creation of goods
and services (and, in certain cases, their sales revenues) and settles these in FI or in
the profitability and sales accounting.
 Profitability Analysis (CO-PA) is used for both company planning and to display
the business success.
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Cost Centers
The cost center accounting component (CO-OM-CCA) tracks where costs occur in your
organization. The cost center is an organizational unit in a controlling area. Cost centers
can be defined according to several different design approaches. A typical approach could
be for an enterprise to define a cost center for each low-level organizational unit that has
responsibility for managing costs. As costs are incurred, they are assigned or posted to the
appropriate cost center. These costs could include payroll costs, rent and utility costs, or
any other costs relevant to a given cost center.
Exercise CO 1: Review Cost Center Standard Hierarchy
Purpose of Exercise
A review of the cost center structure is completed. The cost center structure is a hierarchically
organized data object that is used to assign and capture costs in a meaningful manner thereby
permitting managerial accounting analyses that support decision-making. A cost center is an
area of responsibility within a company that is deemed to be accountable for incurring and
influencing costs.
BIKE00A1
(Standard Hierarchy)
ADMIN <NN> (Cost Center Group / Hierarchy Area)
ADMIN Cost Centers
A005 – Acct-Finance
(category = W )
A010 – Administration (category = W )
A015 – Purchasing
(category = G )
A020 – Information Tech.
(category = H )
SALES <NN> (Cost Center Group / Hierarchy Area)
SALES Cost Centers
S005 – Sales
S010 – Marketing
(category = V )
(category = V )
DIST <NN> (Cost Center Group / Hierarchy Area)
DISTRIBUTION – PRODUCTION Cost Centers
D005 – Warehouse (category = F )
D010 – Production (category = F )
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Menu Path
Accounting  Controlling  Cost Center Accounting  Master Data 
Standard Hierarchy  Change
Trans Code
The G/L Account Balance Display appears on screen.
You need to identify the appropriate Controlling Area.
1.
Type
<NN>A1 (Bike America) in the Controlling Area field.
2.
Press
<ENTER> to continue.
The Standard Hierarchy for Cost Centers Change screen appears
Review the following information:
The menu system in the Standard Hierarchy works similar to that of the SAP menu paths.
Clicking on the triangle will expand that section to display lower level groups or individual
cost centers. The cost centers that have been established for you can be viewed by “double
clicking” on the cost center.
The following is a screen print of the expanded set of cost centers.
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Record the following information:
What is the definition of a cost center? _____________________________________________
______________________________________________________________________________
______________________________________________________________________________
What is the definition of a cost center category? ____________________________________
______________________________________________________________________________
______________________________________________________________________________
Why use cost center groups? _____________________________________________________
______________________________________________________________________________
___________________________________________________________________________________
3.
Click
to save the data.
Record the system message:
Message
4.
Click
until you have returned to the SAP main menu.
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Cost Elements
A major component of Controlling are Cost Elements. Expense accounts to which costs are
posted for cost accounting purposes must also be created as Cost Elements in Controlling
There are two types of Cost Elements; Primary and Secondary. Primary Cost Elements
exist in both the General Ledger and Controlling. There is a one to one relationship.
Examples of Primary Cost Elements are Material costs, Energy Costs. Secondary Cost
Elements exist only in Controlling. They are used to disperse costs across various Cost
Centers. In other words a Cost Element in the General Ledger could be distributed
between various Cost Centers using Secondary Cost Elements. IT Services would be a Cost
Element in the General Ledger while the costs could be partly distributed to various Cost
Centers as Programming (Secondary Cost Element)
Exercise CO 2: Review Cost Elements
Purpose of Exercise
A review of primary and secondary cost elements is completed. Primary cost elements have a
one-to-one relationship with expense accounts activated for a Chart of Accounts. They serve to
establish a between FI and CO postings thereby permitting the sharing of information between
financial and managerial accountants. In effect, costs that are entered into an expense account
that has been associated with a primary cost element will be posted to both the financial and
managerial accounting systems concurrently. Secondary cost elements are exclusive to
managerial accounting. They are used to distribute and/or divide expenses thereby assigning
costs to responsible parties exclusively within the managerial accounting system.
Menu Path
Accounting  Controlling  Cost Element Accounting  Master Data 
Cost Element  Individual Processing  Display
Trans Code
The Display Cost Element: Initial Screen appears on screen.
You need to identify the appropriate Controlling Area.
5.
Click
Cost Element field to display the search icon.
6.
Click
7.
Check
that <NN>A1 appears in the Chart of Accounts field.
8.
Press
<ENTER> to continue.
9.
Click
7701<NN> (IT Expense) in the Cost Element field to select it.
to display the search screen.
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10.
Press <ENTER> to continue.
11.
Click
to display the Cost Element details
Is this Cost Element a Primary or Secondary cost element?
______________________________________________________________________________
What Cost Center is cost element assigned to?
______________________________________________________________________________
12.
Repeatthe process for Cost Element 8001<NN>.
Is this Cost Element a Primary or Secondary cost element?
______________________________________________________________________________
13.
Click
until you have returned to the SAP main menu.
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Exercise CO 3: Review Cost Element Groups
Purpose of Exercise
Cost element groups are created. These groups facilitate working with both primary and
secondary cost elements by creating logical groupings. A cost element “group” is an
organizational unit consisting of a particular collection of cost elements.
Menu Path
Accounting  Controlling  Cost element accounting  Master Data 
Cost Element Group  Display
Trans Code
For Example:
Code
Cost Element Group
BIKE00A1
PCOST00A1
SCOST00A1
Total Cost Elements for 00A1
Total Primary Cost Elements for 00A1
Total Secondary Cost Elements for 00A1
The Display Cost Element group: Initial Screen appears on screen.
You need to identify the appropriate Controlling Area.
14.
Type
Group
TOTAL<NN>A1 (Total Cost Element Groups) in the Cost Element
field.
15.
<ENTER> to continue.
Press
The Cost Element Group structure appears on screen:
16.
Click
to Cost Elements of each Cost Element Group.
A list of all Primary and Secondary Cost Elements are displayed.
17.
Click
until you have returned to the SAP main menu.
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Exercise CO 4: Display Individual Line Items
Purpose of Exercise
You now need to review the Line items which are displayed for the cost center group and its
associated primary cost elements.
Menu Path
Accounting  Controlling  Cost Center Accounting  Information
System  Reports for Cost Center Accounting  Line Items 
Cost Centers: Actual Line Items
Trans Code
The Display Actual Cost Line Items for Cost Centers: Initial Screen appears on screen.
You need to identify the appropriate Controlling Area.
18.
Type Bike<NN>A1 in the Cost Center Group field.
19.
Type Total<NN>A1 in the other Cost Center Group field.
20.
Check that the Cost Element fields are empty.
21.
Check that the range for the Posting Date is the current month.
22.
Click
23.
Double Click Cost of Goods Sold to display the line item details.
to execute the report.
What document is this related to?
______________________________________________________________________________
24.
Click
until you have returned to the SAP main menu.
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Exercise CO 5: Create G/L Document Entry
Purpose of Exercise
A journal entry in completed for monthly utilities expense of $578. This requires you to create a
posting to both the utilities expense and bank accounts in the General Ledger. Further, cost
center A010 is employed within the utilities expense line of the journal entry to send this
amount to its associated primary cost element.
Menu Path
Accounting  Financial accounting  General ledger  Posting 
Enter GL/Account document
Trans Code
The Enter G/L Account Document appears on screen.
21.
Type today’s date in the Document Date field.
22.
Check that Currency field is USD.
Your Company Code (<NN>A1) should appear by default.
23.
Type 7501<NN> (Utilities Expense Account) in the G/L acct field.
24.
Select Debit in the D/C field.
25.
Type 578.00 in the Amount in doc curr. field.
26.
Type A010 in the Cost center field.
Next row:
27.
Type 1011<NN> (Bank) in the G/L acct field.
28.
Select Credit in the D/C field.
29.
Type 578.00 in the Amount in doc curr. field.
30.
Press <ENTER> to accept the results.
31.
Click
posted.
to check that the details are correct before the amounts are
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Your screen should appear similar to below.
32.
Click
to save the data.
Record the system message:
Message
33.
Click Click
until you have returned to the SAP Main Menu.
Exercise CO 6: Display Individual Line Items
Purpose of Exercise
You now need to display and confirm that the utilities costs entered in the previous exercise
have been transferred into the assigned cost center.
Menu Path
Accounting  Controlling  Cost center accounting  Information system
 Reports for cost center accounting  Line items 
Cost centers: Actual line items
Trans Code
The Display Actual Cost Line Items for Cost Centers: Initial Screen appears on screen.
You need to identify the appropriate Controlling Area.
34.
Type A010 (Administration) in the Cost Center field.
35.
Type 7501<NN> (Utilities Expense) in the other Cost Element field.
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36.
Check that the Cost Element Group and Cost Center Group fields are empty.
37.
Check that the range for the Posting Date is the current month.
38.
Click
to execute the report.
This reflects the Utilities Costs entered previously.
39.
Double Click Utilities Expense to display the line item details.
40.
Click
until you have returned to the SAP main menu ignoring messages.
Exercise CO 7: Repost Expense (Cost) Between Cost Centers
Purpose of Exercise
It is not entirely uncommon for costs to be initially charged to an incorrect cost center. To
correct this type of an error, it is possible to transfer a previously posted primary cost element
to a different cost center. For this exercise, assume that the previous transaction should have
been posted to cost center A005 (Accounting/Finance).
Navigation
Menu Path
Accounting  Controlling  Cost center accounting  Actual postings 
Repost line items  Enter
Trans Code
The Enter Line Item Repostings screen appears.
41.
Type <NN>A1 in the Controlling Area field if prompted.
42.
Type the Document Number from the posted Invoice in Exercise 5.
43.
Type <NN>A1 in the Company Code field.
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44.
Check that the current year is displayed in the Fiscal year field.
45.
Click
46.
Type A005 in the Acct Assgt1 field.
47.
Click
48.
Click
to continue.
to continue.
to save the transfer.
Record the system message:
Message
49.
Click
until you have returned to the SAP main menu ignoring messages.
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Statistical Key Figures
Statistical Key Figures define some measurable value applicable to Cost Centers, Profit
Centers, internal orders, or processes. Examples could include total number of employees
in a Cost Center, minutes of long-distance phone calls, number of employees in the
Transportation Cost Center who perform vehicle repairs, etc.
Exercise CO 8: Post Statistical Key Figure
Purpose of Exercise
Rent and utilities costs will involve payments to several vendors (e.g., building rent, office rent,
gas, electricity, etc.) The aggregate rent and utilities costs will be settled from financial
accounting to the responsible cost centers in managerial accounting at the end of each month
in a consistent and predictable manner. To ease the bookkeeping burden, all of the rent and
utility expenses will be captured into a single cost center during the month and transferred to
the responsible cost centers via a single distribution entry at the end of each month. The
aggregate rent and utilities will be charged based on the respective square footage of each
responsible cost center. A standard and consistent distribution will be created to support this
accounting need.
Menu Path
Accounting  Controlling  Cost Center Accounting  Actual Postings 
Statistical key Figures  Enter
Trans Code
The Enter Statistical Key Figures appears on screen.
50.
Choose
the Extras menu then Set Controlling Area.
51.
Type
<NN>A1 (Bike America).
52.
Press
<ENTER> to continue.
53.
Type
today’s date in the Document Date field.
54.
Type
today’s date in the Posting Date field.
55.
Check
that Cost Center is the Scm var. field.
56.
Type
the following:
Rec. CCtr
A005 (Accounting/Finance)
A010 (Administration)
A015 (Purchasing)
A020 (Information
Technology)
S005 (Sales)
S010 (Marketing)
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StatKF
SQFT (square footage)
SQFT
SQFT
SQFT
SQFT
SQFT
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Total Quantity
400
600
150
100
200
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D005 (Warehouse)
D010 (Production)
57.
Click
SQFT
SQFT
900
550
to save your entries.
Record the system message:
Message
58.
Click
until you have returned to the SAP main menu..
Exercise CO 10: Create Distribution Cycle
Purpose of Exercise
This exercise demonstrates the value of period-end distributions. A distribution is designed to
support cost center allocation processes for primary cost elements. In periodic reposting and
distributions, costs are removed from one cost center and placed (charged) to another cost
center. They retain their original cost element definition.
Menu Path
Accounting  Controlling  Cost center accounting  Period-end closing
 Single functions  Allocations  Distribution
Trans Code
Instructor note:
The first time in the system may trip an error indicating that you must execute report RK811XST.
This can be accomplished from the Error dialog box by double clicking on the proceed button.
The Enter Statistical Key Figures appears on screen.
59.
Choose
the Extras menu then Set Controlling Area.
60.
Type <NN>A1 (Bike America).
61.
Press <ENTER> to continue.
62.
Type 01 To 12 in the Period fields.
63.
Type the current year in the Fiscal Year field.
64.
Choose
65.
Type Bike<NN> in the Cycle field.
the Extras menu then Cycle Create.
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66.
Type January 1st of Current year (e.g., 01.01.2008) in the Start Date field.
67.
Click
68.
Check that Iterative is not checked.
69.
Type Monthly Distributions in the Text field.
to accept the values.
This will create a segment of this distribution cycle for distributing rent to the applicable cost
centers.
70.
Click
to determine a segment.
71.
Type Rent in the Segment Name field.
72.
Press <TAB> to move to the Description field.
73.
Type Distribution of Rent.
74.
Click
75.
Type the following details:
to display this screen.
Sender:
Cost Center:
A005 (Accounting/Finance)
Cost Element:
7801<NN> (Rent Expense)
Receivers:
Cost Center Group:
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76.
Click
to display this screen.
77.
Select Actual Statistical Key Figures in the Var. portion type field.
Note: Selecting Actual Statistical Key Figures will require you to maintain that field. You will
need to acknowledge the next screen in order to maintain the field.
78.
Press <ENTER> to continue.
79.
Type SQFT (Square Footage) in the Stat. key fig. From field
This will create a segment of this distribution cycle for distributing utilities to the applicable cost
centers.
80
Click
to determine a segment.
81.
Type Utilities in the Segment Name field.
82.
Press <TAB> to move to the Description field.
83.
Type Distribution of Utilities.
84.
Click
85.
Type the following details:
to display this screen.
Sender:
Cost Center:
A005 (Accounting/Finance)
Cost Element:
7501<NN> (Utilities Expense)
Receivers:
Cost Center Group:
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86.
Click
to display this screen.
87.
Select Actual Statistical Key Figures in the Var. portion type field.
88.
Press <ENTER> to continue.
89.
Type SQFT (Square Footage) in the Stat. key fig. From field.
90.
Click
to save your entries.
Record the system message:
Message
91.
Click
to return to the Execute Actual Distribution: Initial Screen.
92.
Click <YES> to save
93.
Type Bike<NN> in the Cycle field.
94.
Type January 1st of Current Year (e.g., 01.01.08) in the Start Date field.
95.
Click
to execute the distribution cycle with the Test run indicator checked.
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The Actual Distribution Basic List screen appears with a warning.
96.
Double click on the Warning indicator.
Note: You should expect warning messages indicating that the system can not find input
data for the months previous to the current month.
97.
Press ENTER to return to the previous screen.
98.
Double click Monthly Distributions to drill down.
The following screen appears showing the distribution.
Costs have been distributed to the different Cost Centres based on their accommodation
area (Square feet –SQFT)
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The distribution cycle has been executed without any unexpected errors.
99.
Click
100.
Remove
101.
Click
to return to the Initial Screen.
deselect the Test run indicator (as above).
to run the distribution cycle again
Verify that an update run was the processing status and record the document number
from your distribution.
Record the system message:
Message
102.
Click
until you have returned to the SAP main menu
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Exercise CO 11: Review Actual Line Item Report
Purpose of Exercise
You now need to display and confirm that the distribution entered in the previous exercise to
ensure that the cost element definitions remained unchanged.
Navigation
Menu Path
Accounting  Controlling  Cost center accounting  Information system
 Reports for cost center accounting  Line items  Cost centers: Actual
line items
Trans Code
The Display Actual Cost Line Items for Cost Centers: Initial Screen appears on screen.
103.
Type Bike99A1 in the Cost Center Group field.
104.
Check that the Cost Element Group and Cost Center Group fields are empty.
105.
Check that the range for the Posting Date includes the current month.
106.
Click
to execute the report.
Review the report.
Record the system message:
Message
107.
Click
until you have returned to the SAP main menu
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Exercise CO 12: Post Supplies Expense
Purpose of Exercise
This is the first of two journal entries used to demonstrate the difference between a distribution
and an assessment. While both distributions and assessments are periodic allocations, they
are quite different – specifically, the original identities of the costs are not important to the
receiver.
A journal entry is completed for supplies expense of $500. This requires a posting to both the
supplies expense and bank accounts in the General Ledger. Further, cost center A020 is
employed within the supplies expense line of the journal entry to send this amount to its
associated primary cost element.
Navigation
Menu Path
Accounting  Financial accounting  General ledger  Posting 
Enter GL/Account document
Trans Code
The Enter G/L Account Document appears on screen.
108.
Type today’s date in the Document Date field.
109.
Check that Currency field is USD.
Your Company Code (<NN>A1) should appear by default.
110.
Type 7401<NN> (Supplies Expense Account) in the G/L acct field.
111.
Select Debit in the D/C field.
112.
Type 500.00 in the Amount in doc curr. field.
113.
Type A020 in the Cost center field.
Next row:
114.
Type 1011<NN> (Bank) in the G/L acct field.
115.
Select Credit in the D/C field.
116.
Type 500.00 in the Amount in doc curr. field.
117.
Press <ENTER> to accept the results.
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118. Click
posted.
119.
Click
to check that the details are correct before the amounts are
to save the data.
Record the system message:
Message
Exercise CO 13: Post Information Technology Expense
Purpose of Exercise
This is the second of two journal entries used to demonstrate the difference between a
distribution and an assessment.
A journal entry is completed for software purchased for $4,200. This requires a posting to both
the information technology expense and bank accounts in the General Ledger. Further, cost
center A020 is employed within the information technology expense line of the journal entry to
send this amount to its associated primary cost element.
Navigation
Menu Path
Accounting  Financial accounting  General ledger  Posting 
Enter GL/Account document
Trans Code
The Enter G/L Account Document appears on screen.
120.
Type today’s date in the Document Date field.
121.
Check that Currency field is USD.
Your Company Code (<NN>A1) should appear by default.
122.
Type 7401<NN> (Supplies Expense Account) in the G/L acct field.
123.
Select Debit in the D/C field.
124.
Type 200.00 in the Amount in doc curr. field.
125.
Type A020 in the Cost center field.
Next row:
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126.
Type 1011<NN> (Bank) in the G/L acct field.
127.
Select Credit in the D/C field.
128.
Type 200.00 in the Amount in doc curr. field.
129.
Press <ENTER> to accept the results.
130. Click
posted.
131.
Click
to check that the details are correct before the amounts are
to save the data.
Record the system message:
Message
Exercise CO 14: Review Actual Line Item Report
Purpose of Exercise
Display and confirm that the utilities and information technology costs entered in the previous
exercise have been transferred into the assigned cost center. Additionally, please note that the
cost center has been charged for rent and utilities from prior transactions along with the two
new journal entries that have just been completed.
Navigation
Menu Path
Accounting  Controlling  Cost center accounting  Information system
 Reports for cost center accounting  Line items 
Cost centers: Actual line items
Trans Code
The Display Actual Cost Line Items for Cost Centers: Initial Screen appears on screen.
132.
Type A020 in the Cost Center field.
133.
Check that the Cost Element Group and Cost Center Group fields are empty.
134.
Check that the range for the Posting Date includes the current month.
135.
Click
to execute the report.
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Review the report.
Record the line items included in this cost center.
Cost Element
Cost Element Name
Val. In Rep. Cur.
Total
136.
Click
until you have returned to the SAP main menu
Exercise CO 15: Create Assessment Cycle
Purpose of Exercise
This exercise demonstrates the value of period-end assessments. An assessment is designed
to support cost center allocation processes for a combination of primary and secondary cost
elements. In periodic assessments, costs are removed from one cost center and placed
(charged) to another cost center. They do not retain their original cost element definition since
the detailed composition of the costs is not important to the receiver. For example, receiver
cost centers rarely require detailed breakdowns of cafeteria costs.
This exercise will enable the costs in A020 to be assessed to all other cost centers. The four
primary costs (charges) – rent, utilities, supplies, and information technology - included in the
sender cost center will be transferred onward to the other responsible cost centers based upon
a fixed percentage.
Navigation
Menu Path
Accounting  Controlling  Cost center accounting  Period-end closing
Single functions  Allocations  Assessment
Trans Code
137.
Choose
<NN>A1 for the Controlling area if requested.
138.
Type 01 To 12 in the Period fields.
139.
Type the current year in the Fiscal Year field.
140.
Choose
141.
Type ASS<NN> in the Cycle field.
142.
Type January 1st of Current year (e.g., 01.01.2008) in the Start Date field.
the Extras menu then Cycle Create.
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143.
Click
to accept the values.
144.
Check that Iterative is not checked.
145.
Type Monthly Assessments in the Text field.
146.
Click
147.
Type IT Costs in the Segment Name field.
148.
Press <TAB> to move to the Description field.
149.
Type Assessment of IT Costs.
150.
Type 8101<NN> in the Assessment CEle: field.
151.
Select Fixed Percentages in the Receiver Rule field
152.
Click
153.
Type the following details:
to determine a segment.
to display this screen.
Sender:
Cost Center:
A020 (Information Technology)
Cost Element:
PCOST<NN>A1 (Total primary Cost Elements)
Receivers:
Cost Center Group:
BIKE<NN>A1
154.
Click
155.
Type the following percentages for each Cost Centre:
Cost Center
A005
A010
A015
A020
D005
D010
S005
S010
to display this screen.
Percent
15
5
10
0
30
10
20
10
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156.
Press <ENTER> to continue.
Check that the allocations totals to 100.
157.
Click
to save your entries.
158.
Click
to return to the Execute Actual Assessment: Initial Screen.
159.
Click <YES> to save
160.
Type ASS<NN> in the Cycle field.
161.
Type January 1st of Current Year (e.g., 01.01.08) in the Start Date field.
162.
Click
to execute the assessment cycle with the Test run indicator checked.
After the assessment cycle has been executed without any errors, return to the Execute
Actual Assessment: Initial Screen and remove the check from the Test run indicator.
163.
Click
164.
Click
165. Click
cost centers.
to execute the assessment cycle.
to view the cost leaving cost center A020.
to view how those cost where distributed amongst the receiving
Did the system assess the costs as you defined within the Assessment Cycle? ________________
___________________________________________________________________________________
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