Introduction General Notes a.docx

Introduction
General Notes and Information
It is strongly recommended that you read through the entire
exercise prior to starting. Not all instructions
can be provided in a linear manner.
The following symbols are used to indicate important
information, as described below.
An arrow highlights an important instruction that must not be
overlooked.
A pencil prompts you to write down an important piece of
information.

Each student or group will be assigned a unique three-digit
identifier. This identifier is used in all
exercises to uniquely identify your data. Whenever you see ###
in these exercises, replace it with your
identifier.
Always work with your data.
Business Process Overview
The fulfillment process in GBI is initiated when the company
receives a customer’s inquiry and
creates and internal sales quotation. In this exercise we assume
that the customer has agreed to
place to place the order with GBI. You will receive the
purchase order for the materials and then
create an internal sales order. Next, you will prepare the goods
for shipping and ship them to the
Chapter 05: Fulfillment
Exercise 05-02: Basic Fulfillment Processes
Single Company Code
Version 1
Rev: 01/03/2011

Name(s):
Course & Selection:
Identifier:
Client:
For use with Magal / Word: Integrated Business Process with
ERP; Copyright ©2011 John Wiley and Sons Publishers, Inc.
Exercise 05-02
Page 2 of 26
Receive
Customer
Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order

Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
customer, along with an invoice. Finally, you will receive the
payment and post it to the
customer’s account.
Exercise Prerequisites
Exercise 5-1 GBI Review Fulfillment Master Data-SCC
Exercise Workflow
Exercise Deliverables

Deliverables are consolidated into one worksheet at the end of
this exercise. For this exercise you
will need the following deliverables:
In the System:
end the invoice
On Paper:
Your may be assigned additional deliverables. Make certain to
check with your instructor.

Exercise 05-02
Page 3 of 26
Receive
Customer
Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)

Create & Send
Invoice
Recieve
Payment
Post Payment
Step 1: Receive Customer Inquiry
This step has no SAP activity associated with it. You have
received an inquiry from a customer, DC
Bikes, requesting a price quotation for a list of products. It
reads:

In the System
On Paper
To Whom It May Concern:
My name is “Jeremy Jones” and I am a purchasing agent for DC
Bikes in our nation’s great capital, Washington
D.C.. I was looking through your catalog and would like to
receive a quote for the following items:
Quantity Item Your Material Number.
20 Elbow Pad EPAD1###
15 Road Helmet RHMT1###
12 Repair Kit RKIT1###
10 Off Road Helmet OHMT1###
5 Knee Pad KPAD1###
A quote by email or fax would be ideal.

Thanks,
Jeremy Jones
Purchasing Agent
DC Bikes
1300 Pennsylvania Ave, 20004 Washington DC
Fax: (517) 555-1234
Exercise 05-02
Page 4 of 26
Receive
Customer
Inquiry

Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 2: Create and Send Customer Quotation
This step is a response to the inquiry. It involves creating a
quotation and forwarding it to the

customer. For this exercise, the quote will be printed out.
Alternatively, it could be transmitted
electronically.
Step 2.1: Navigate to the transaction to create & send a
quotation:
Step 2.2:
Step 2.3:
Q1: What is the transaction code to create a new Quotation: ----
---------
Q2: What is the transaction code to change an existing
Quotation: ----------------------------------------------------------
Q3: What is the transaction code to display an existing
Quotation: -----------------------------------------------------------
Step 2.2: In the “Create Quotation: Initial Screen:” enter
the following information:
Field Name Data Entry
Quotation Type Quotation
Sales Organization US East

Distribution channel Wholesale
Division Accessories
Navigation
Create
Exercise 05-02
Page 5 of 26
(ENTER)
At the top of the screen enter the following information:
Quotation Leave blank (system auto-assigns number)
Sold-to party Code for your Customer DC Bikes

Ship-to party Leave blank (system assigns the ship to party
automatically)
If you have trouble finding your version of DC Bikes when
searching for customer number,
remember to use your ### identifier as the search term.
In the “Item Overview” tab enter the following information:
Valid to Date one month from today
Material Include here the material numbers for the goods
requested in Mr. Jone’s e-mail – one per line
Order Quantity Enter the quantities requested
(ENTER)
(SAVE)
Q4: What was your quotation number: -----------------------------
---
In a real-life situation, you would fax this quote to your
customer.

Exercise 05-02
Page 6 of 26
Review Order Status
Look at the Document Flow in VA23. Go to the top of the
scre
Display Document Flow. This screen shows the current status
of the order. Throughout the
exercise, you will view the document flow to see how the status
changes as we complete more of
the process steps.
Q5: What is the quotation’s current status: ------------------------
--------
Refer to the previous exercise for instructions on how to review
your material inventory balance.
Review the inventory, and answer the following questions.

Q6: How many Elbow Pads are in unrestricted stock: ------------
---------
Q7: How many Road Helmets are in unrestricted stock: ---------
---------
Q8: How many Repair Kits are in unrestricted stock: ------------
----------
Q9: How many Off Road Helmets are in unrestricted stock: ----
----------
Q10: How many Knee Pads are in unrestricted stock: ------------
----------
your customer’s accounts receivable
balance. After you review the customer’s balances, answer the
following questions.
Q11: What is the customer number for DC Bike’s: ---------------
---------
Q12: What is DC Bike’s debit balance: ----------------------------
----
In the System:

On Paper:
Exercise 05-02
Page 7 of 26
Receive
Customer
Inquiry
Create & Send
Quotation
Receive

Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step3: Receive Customer Purchase Order
You now receive the following purchase order from your
customer. This step has no SAP activity
associated with it.

Exercise 05-02
Page 8 of 26
Review Order Status
Document Flow. This screen shows
the current status of the order. Throughout the exercise, you
will view the document flow to see
how the status changes as we complete more of the process
steps.
Q13: What is the quotation’s current status: ----------------------
-----------

After you review the inventory, answer the following questions.
Q14: How many Elbow Pads are in unrestricted stock:-----------
-----------
Q15: How many Road Helmets are in unrestricted stock:--------
--- -----------
Q16: How many Repair Kits are in unrestricted stock: ----------
-------------
Q17: How many Off Road Helmets are in unrestricted stock:----
------- ----
Q18: How many Knee Pads are in unrestricted stock:----------- -
----------
Q19: What is the DC Bike’s debit balance: -----------------------
------

Exercise 05-02
Page 9 of 26
Receive
Customer
Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)

Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 4: Create Sales Order with Reference to a Quotation
You can now create a sales order by referencing the quotation
we created in Step 2. If necessary,
you can add or delete line items and change quantities.
Step 4.1: Navigate to the transaction to create sales order:
Step 1.1:
Step 1.2:
Q20: What is the transaction code to create a Sales Order:------
------
Q21: What is the transaction code to change a Sales Order: ----

------------
Q22: What is the transaction code to view a Sales Order:--------
----
Step 4.2: In the “Create Sales Order: Initial Screen” enter the
following information:
Order Type Standard Order (OR)
Sales Organization US East
Distribution channel Wholesale
Division Accessories
Navigation

Exercise 05-02
Page 10 of 26
Click on the button. Enter the number of the quotation created
in Step 2 in
the text box by “Quot.”
Select . The system copies the details of the quotation into the
Sales Order.
Req. Deliv. Date One week from now
PO number Enter external PO # preceded by your identifier
from Step #3
Verify details by looking over the Sales Order.
Q23: How much is the Net Value: ----------------------------------
--------
Q24: What is the value in the “Payment Terms” field: -----------
------------
(SAVE). If the system complains about the default date, hit
(ENTER) twice.

The system generates a document number for the Sales Order,
which is displayed on the screen as
“Standard Order ________ has been saved”.
Q25: What is your Sales order number: ----------------------------
-------
Review Order Status
Document Flow. This screen
displays the current status of the order. Throughout the
exercise, you will view the document
flow to see how the status changes as we complete more of the
process steps.
------
After you review this inventory, answer the following
questions.

Exercise 05-02
Page 11 of 26
Q27: How many Elbow Pads are in unrestricted stock: ----------
-----------
Q28: How many Road Helmets are in unrestricted stock: --------
----------
------------
Q30: How many Off Road Helmets are in unrestricted stock: ---
-----------
----------
-------

In the System
On Paper
Exercise 05-02
Page 12 of 26

Receive
Customer
Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 5: Pick and pack material for the order

In this step you will pick and pack the order and prepare it for
shipment.
Step 5.1: Navigate to the transaction to prepare the shipment:
Q33: What is the transaction code to Pick and Pack Materials:--
-------------
Step 5.2: In the “Outbound Delivery Create: Overview” screen,
enter the following
information:
Shipping point Miami Plant
Selection date Seven days from today
Order Order number of the sales (standard) order
created above
(ENTER) The system automatically enters the items and
quantities from the sales order that

are scheduled to be delivered.
Navigation
Exercise 05-02
Page 13 of 26
Enter the following information in the “Picking Tab” for each
material:
Plnt Miami Plant

Sloc Trading Goods
Picked Qty Full order amount (although partial orders are
allowed)
(SAVE)
Q34: What was your Outbound Delivery note number:-----------
-----------
Review Order Status
the process steps.
Q35: What is the standard order’s current status: ----------------
-----------
------------

-----------
Q38: How many Repair Kits are in unrestricted stock:-----------
-------------
------------
Q40: How many Knee Pads are in unrestricted stock:------------
------------
--------
Exercise 05-02

of 26
In the System
On Paper
Exercise 05-02
Page 15 of 26
Receive
Customer

Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 6: Post Goods Issue (Ship goods)

Creating
the post goods issue (shipping) reduces unrestricted stock to
reflect the quantity shipped. It also
indicates a change in the ownership of the goods.
Step 6.1. Navigate to the transaction to send the shipment:
Q42: What is the transaction code to Post the Goods Issue:------
-----------
Step 6.2. In the “Change Outbound Delivery” screen, enter the
Outbound Delivery Enter the delivery note number from Step 5
(ENTER)
Select the button at the top. The system returns a message
indicating a (saved)
change to the delivery note.

(ENTER)
Navigation
Exercise 05-02
Page 16 of 26
Review Order Status

the process steps.
Q43: What is the outbound delivery’s current status:-------------
------------
------------
------------
-------------
------------
------------

--------
In the System
On Paper
Exercise 05-02
Page 17 of 26
Receive
Customer

Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 7: Create & Send Invoice

Once the post goods issue has been generated, you can bill your
customer for the shipped goods.
Step 7.1. Navigate to the transaction to create & send the
invoice:
Q50: What is the transaction code to create a billing
document:------------
The system should select by default the last delivery document
you created.
Step 7.2. Highlight the line that displays your delivery
document by clicking on the square
button to the left of the line.
(EXECUTE). The system displays the customer and the
materials listed in the delivery
document along with the total values to be billed.
(SAVE). The billing document number is displayed at the
bottom of the screen.
Q51: What was the document number for the Customer
Invoice:-----------

(BACK)
In the real world you would be mailing this invoice to your
customer.
Navigation
Logistics
Exercise 05-02
Page 18 of 26
Review Order Status

the process steps.
Q52: What is the Invoice’s current status: ------------------------
------
-------------
------------
-------------
------------
------------

--------
In the System
Billing document was created
On Paper
Exercise 05-02

of 26
Receive
Customer
Inquiry
Create & Send
Quotation
Receive
Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 8: Receive Payment from the Customer

This step has no SAP activity associated with it. You have now
received a check from the customer:
The check has been signed by the Accounts Payable manager for
DC Bikes. When you receive this
check, you must post the payment in GBI’s accounting records.
This is done in the next step.
Before going on to the next step, fill in the appropriate amount
for this check in the diagram
above.
your FRIENDLY LOCAL BANK
123 Main Street. Date ____/____/________
Anywhere, MI 48710 No. 1357

Pay to the order of Global Bikes Inc.
Note _________________ Signature
______________________________
Exercise 05-02
Page 20 of 26
Receive
Customer
Inquiry
Create & Send
Quotation
Receive

Customer
Purchase Order
Create Sales
Order
Prepare
Shipment (Pick
& Pack)
Send Shipment
(Ship)
Create & Send
Invoice
Recieve
Payment
Post Payment
Step 9: Post the Customer Payment
Your customer has received his/her invoice and sent you its
payment. The payment will be posted
to the company’s G/L account.
Common Problems/Issues

Not entering the correct amount Make sure the correct amount
has been entered
in the “Amount” field.
"Not Assigned" field’s value should be
zero dollars “0.00.”
If Not Assigned is not 0.00, then click on $$ amount
under the USD Gross column.
Step 9.1 Navigate to the transaction to display material master:
Q59: What is the transaction code to receive customer
payment:-----------
Step 9.2 In the “Post Incoming Payments: Header Data” screen,
enter the following:
Document date Today’s date
Company code US00

Navigation
Incoming Payments
Exercise 05-02
Page 21 of 26
Enter the following information under “Bank data”:
Account Code for Bank Account
Amount Enter the amount of the payment
Go to “Account Field” First click Browse , and then click Check

using your ### identifier as a
search term.
“Open Item Selection”:
Account Your DC Bikes Customer Number
Select
In this step you must double-click on the "USD Gross amount"
entries that apply ONLY to your own
invoice/document number, until the "Not Assigned" dollar value
at the bottom of the screen
=equals 0.00.
Posting periods must be current to post in this transaction. If the
“Not Assigned” dollar value is
already zero, then you can click on (SAVE)
Review Order Status
screen and choose

the process steps.
Q60: What is the Accounting Document’s current status:--------
-----------
Exercise 05-02
Page 22 of 26
------------
------------

------------
Q64: How many Off road Helmets are in unrestricted stock:----
------------
------------
----
Q67: What is the balance of DC Bike’s account: -----------------
-------
In the System
On Paper

Exercise 05-02
Page 23 of 26
Attachment 1: Exercise Work Sheet
Name(s):----------------------
Course & Selection: ---------
Identifier: --------------------
Client: ------------------------
Material In Unrestricted Stock:

After
Sending
Quote
After
Receiving
Purchase
Order
After
Creating
Sales
Order
After
Preparing
Shipment
After
Sending
Shipment
After

Creating
Invoice
After
Receiving
Payment
Your
Elbow
Pads
Your
Road
Helm
ets
Your
Repair
Kits
Your

Off
Road
Helm
ets
Your
Knee
Pads
Exercise 05-02
Page 24 of 26
Q1: What is the transaction code to create a new Quotation:----
----------

Q2: What is the transaction code to change an existing
Quotation: --------------------------------------------------------
Q3: What is the transaction code to display an existing
Quotation: --------------------------------------------------------
Q4: What was your quotation number: -----------------------------
---
Q5: What is the quotation’s current status: ------------------------
---------
Q6: How many Elbow Pads are in unrestricted stock: ------------
----------
Q7: How many Road Helmets are in unrestricted stock: ---------
----------
Q8: How many Repair Kits are in unrestricted stock: ------------
-----
Q9: How many Off Road Helmets are in unrestricted stock: ----
-----------
-----------
Q11: What is the customer number for DC Bikes: ----------------
-----------
----

-----------
------------
-----------
-------------
------------
-----------
Q19: What is DC Bike’s debit balance:-----------------------------
------
Q20: What is the transaction code to create a Sales Order: ------
-----------
Q21: What is the transaction code to change a Sales Order: ----
------------
Q22: What is the transaction code to view a Sales Order: -------
------------
Q23: How much is the Net Value: ---------------------------------
-------

Exercise 05-02
Page 25 of 26
Q24: What is the value in the “Payment Terms” field: -----------
------------
Q25: What is your Sales order number: ----------------------------
----
----------
-----------
----------
------------
-----------
----------

----
Q33: What is the transaction code to Pick and Pack Materials: -
------------
Q34: What was your Outbound Delivery note number: ----------
----------
Q35: What is the standard order’s current status: ----------------
-----------
-----------
----------
------------
-----------
----------
----
Q42: What is the transaction code to Post the Goods Issue: -----
----------
Q43: What is the outbound delivery’s current status: ------------
----------

-----------
----------
------------
-----------
Exercise 05-02
Page 26 of 26
----------
-----
Q50: What is the transaction code to create a billing document:
-----------

Q51: What was the document number for Customer Invoice: ---
-----------
Q52: What is the Invoice’s current status: ------------------------
------------
------------
-----------
-------------
------------
-----------
-----
Q59: What is the transaction code to receive customer
payment: ---------------------------------------------------------------
-
Q60: What is the Accounting Document’s current status: -------
------------
------------

-----------
-------------
Q64: How many Off road Helmets are in unrestricted stock: ----
-----------
-----------
-----
Q67: What is the balance of DC Bike’s account: -----------------
------------
Client: Identifier: Course: Name: thisPage:
1.00000000PrintButton1: ResetButton1: Button1: Q_01: Q_02:
Q_03: Q_04: Q_05: Q_06: Q_07: Q_08: Q_09: Q_10: Q_11:
Q_12: Q_13: Q_14: Q_15: Q_16: Q_17: Q_18: Q_19: Q_20:
Q_21: Q_22: Q_23: Q_24: Q_25: Q_26: Q_27: Q_28: Q_29:
Q_30: Q_31: Q_32: Q_33: Q_34: Q_35: Q_36: Q_37: Q_38:
Q_39: Q_40: Q_41: Q_42: Q_43: Q_44: Q_45: Q_46: Q_47:
Q_48: Q_49: Q_50: Q_51: Q_52: Q_53: Q_54: Q_55: Q_56:
Q_57: Q_58: Q_59: Q_60: Q_61: Q_62: Q_63: Q_64: Q_65:
Q_66: Q_67: I_06: I_07: I_08: I_09: I_10: I_14: I_15: I_16:
I_17: I_18: I_27: I_28: I_29: I_30: I_31: I_36: I_37: I_38: I_39:
I_40: I_44: I_45: I_46: I_47: I_48: I_53: I_54: I_55: I_56: I_57:
I_61: I_62: I_63: I_64: I_65: I_01: I_02: I_03: I_04: I_05: I_11:
I_12: I_13: I_19: I_20: I_21: I_22: I_23: I_24: I_25: I_26: I_32:

I_33: I_34: I_35: I_41: I_42: I_43: I_49: I_50: I_51: I_52: I_58:
I_59: I_60: I_66: I_67:
Chapter 03: Financial Accounting
Exercise 03-01: Review Master Data
Single Company Code
Version 1
Rev: 01/03/2011
Introduction

overlooked.
A pencil prompts you to write down an important piece of
information.
identifier.
The fulfillment process in GBI starts by receiving a customer’s
inquiry and creating an internal sales
quotation.
Exercise 05-01: Review Fulfillment Master Data
Single Company Code
Version 1
Rev: 01/03/2011

Name(s):
Course & Selection:
Identifier:
Client:
Page 2 of 13
Exercise 05-01
Chapter 04: Procurement Process
Exercise 04-02: Basic Procurement Process
Single Company Code

Exercise 3-2 GBI Financial Accounting-SCC
Exercise 3-4 GBI Asset Accounting-SCC
Exercise 4-2 GBI Procurement-SCC
Exercise Workflow
this exercise. For this exercise you
will need the following deliverables:
In the System:
On Paper:
Your may be assigned additional deliverables. Make certain to

View
Inventory
Balance
View
Customer
A/R Balance
View
Material
Master
View
Customer
Master

of 13
Exercise 05-01
Single Company Code
Step 1: Review Balance Sheet Account – (Bank)
Step 1.1: Navigate to the transaction to display inventory
balance:
Step 1.2: Navigate to the transaction to display inventory

balance:
Q1: What is the transaction code to display Inventory Balance:-
-------------
Step 1.3: In the “Stock Overview: Company Code/Plant/Storage
Location/Batch” screen,
(EXECUTE)
Q2: What is the material type for elbow pads: --------------------
---------------
Q3: How many elbow pads are in reserved stock: ----------------
-------------------
Q4: How many elbow pads are in restricted stock:----------------
--------------------
View
Inventory

Balance
View
Customer
A/R Balance
View
Material
Master
View
Customer
Master
Material Your Elbow Pad - EPAD1 ###
Plant DC Miami
Navigation
Page 4 of 13

Exercise 05-01
Single Company Code
In the System:
Inventory Balance
On Paper:

Page 5 of 13

Exercise 05-01
Single Company Code
Step 2: Review Profit and Loss Account – Supplies Expense
Step 2.1: Navigate to the transaction to view Customer A/R
Balance:
Q5: What is the transaction code to display Customer A/R
Balance: ------------------
Step 2.2: In the “Customer Balance Display” screen, enter the
following:
If you have trouble finding your version of DC Bikes when
searching for the customer number,
remember to use your ### identifier as the search term.
(EXECUTE)

If you see a message that reads “No data read for Fiscal year
#### (long text),” this simply
means that no data are currently posted to this customer.
View
Inventory
Balance
View
Customer
A/R Balance
View
Material
Master
View
Customer
Master
Customer Code of your DC Bikes
Company Name US00

Fiscal Year The current year
Navigation
Page 6 of 13
Exercise 05-01
Single Company Code

Q6: What is the credit amount for DC Bikes: -------------------
---------------
Q7: What is the debit amount for DC Bikes: --------------------
--------------
Q8: Is A/R a credit or debit balance: ----------------------------
------------------
In the System:
On Paper:

Page 7 of 13
Exercise 05-01

Single Company Code
Step 3: View Material Master
Step 3.1: Navigate to the transaction to display material master:
Q9: What is the transaction code to display a material: -------
-------------------
Q10. What is the transaction code to immediately create a
material
(general): ---------------------------------------------------------------
-------
Q11. What is the transaction code to change a material: --------
------------------
Step 3.2: In the “Display Material (Initial Screen)” enter the
Step 3.3: In the “Select View(s)” window highlight the
following options:

Basic Data 1
Sales: Sales Org. Data 1
Sales: General/Plant Data
Accounting 1
The first time you perform the above step, click on the orange
diskette Save icon (default values) on
the dialog box. This will save these selections as defaults so
that they will automatically be selected the
next time you access this step. In subsequent iterations of this
step, just click ENTER.
(ENTER)
View
Inventory
Balance
View
Customer
A/R Balance
View
Material

Master
View
Customer
Master
Material Your version of Off Road Men’s Bike
Navigation
Current
Page 8 of 13
Exercise 05-01

Single Company Code
Step 3.4: Next, in the “Organizational Levels” window, specify
the desired organization
levels.
The first time you go through the above step, click on the
orange diskette Save icon (default values)
on the dialog box. This will save these selections as defaults so
that they will automatically be selected the
next time you access this step. In subsequent iterations of this
(ENTER)
In the System:

On Paper:
Plant DC Miami
Sales Org. US East
Distribution Channel Wholesale
Your
Material
Number
Base
Unit of
Measure
Gross
Weight
and

Unit of
Weight
Material
Group
Sales
Organization
Division
Loading
Group
Valuation Class
Page 9 of 13
Exercise 05-01

Single Company Code
Step 4: View Customer Master
Step 4.1: Navigate to the transaction to display customer
master:
Q12: What is the transaction code to display a Customer: ------
--------------------
Q13: What is the transaction code to create a Customer: -------
-------------------
Q14. What is the transaction code to change a Customer: -----
---------------------

Step 4.2: In the “Customer Display: Initial Screen” enter the
(ENTER)
View
Inventory
Balance
View
Customer
A/R Balance
View
Material
Master
View
Customer
Master

Customer Code for your DC Bikes
Sales Organization Code for US East
Distribution Channel Code for Wholesale
Division Code for Bicycles
Navigation
Page 10 of 13
Exercise 05-01

Single Company Code
Q15: What is the postal code for your customer: ----------------
--------------
Q16: What transportation zone is your customer in: ------------
---------------
Q17: What is the “tax jurisdictn” for your customer: -----------
-------------------
Step 4.3: Click the “Sales Area Data” tab and answer the
following:
Q18: What is the “Cust.pric.proc” for your customer: ----------
-----------------
Q19: What is the delivery priority for your customer: ----------
-----------------------------------------
Q20: What are the incoterms for your customer: -----------------
-------------------------------------------

Q21: What are the shipping conditions for your customer: -----
-----------------
Q22: What currency does your customer use: --------------------
---------------
In the System:
On Paper
Page 11 of 13
Exercise 05-01

Single Company Code
Attachment 1: Exercise Answer Sheet
Name(s): --------------------------
Course & Selection: -----------------
Identifier: ------------------------------
Client: ------------------------------

of 13
Exercise 05-01
Single Company Code
Q1: What is the transaction code to display Inventory Balance:
-------------
Q2: What is the material type for elbow pads: --------------------
------------
Q3: How many elbow pads are in reserved stock:--------- ------
------------
Q4: How many elbow pads are in restricted stock:--------- -----
-------------

Q5: What is the transaction code to display Customer A/R
Balance:--------- ---------
Q6: What is the credit amount for DC Bikes: ---------------------
-------------
Q7: What is the debit amount for DC Bikes: ----------------------
-------------
Q8: Is A/R a credit or debit balance:--------- ---------------------
-------------
Q9: What is the transaction code to display a material: ----------
-------------
Q10: What is the transaction code to create a material
(general): ------------------
Q11: What is the transaction code to change a material: ---------
-------------
Q12: What is the transaction code to display a Customer:-------
--------------
Q13: What is the transaction code to create a Customer:---------
--------------

Q14: What is the transaction code to change a Customer: -------
-------------
Q15: What is the postal code for your customer: -----------------
-----------------
Q16: What transportation zone is your customer in:-------------
---- -----------------
Q17: What is the “tax jurisdictn” for your customer: ------------
----------------------
Q18: What is the “Cust.pric.proc” for your customer:-----------
------ -----------------
Q19: What is the delivery priority for your customer: -----------
-----------------------
Q20: What are the incoterms for your customer:-----------------
--------------
Q21: What are the shipping conditions for your customer:-------
--------------
Q22: What currency does your customer use: ---------------------
----------------

Page 13 of 13
Exercise 05-01
Single Company Code
Your

Material
Number
Base
Unit of
Measure
Gross
Weight
and
Unit of
Weight
Material
Group
Sales
Organization
Division
Loading
Group
Valuation Class

Q_03: Q_04: Q_05: Q_06: Q_07: Q_08: Q_09: Q_10: Q_11:
T_01: T_02: T_03: T_04: T_05: T_06: T_07: T_08: Q_12:
Q_13: Q_14: Q_15: Q_16: Q_17: Q_18: Q_19: Q_20: Q_21:
Q_22: I_01: I_02: I_03: I_04: I_05: I_06: I_07: I_08: I_09:
I_10: I_11: I_12: I_13: I_14: I_15: I_16: I_17: I_18: I_19: I_20:
I_21: I_22: TI_01: TI_02: TI_03: TI_04: TI_06: TI_07: TI_08:
TI_05:
Introduction

overlooked.
A text box prompts you to type-in an important piece of
information.
identifier.
Always work with your data – your vendor, your materials,
your general ledger accounts, etc.
The procurement process is used to purchase material from a
vendor. This process can be used to
purchase trading goods as well as raw materials.
Chapter 04: The Procurement Process
Exercise 04-02: Review Procurement Master Data
Single Company Code

Rev: 01/03/2011
Name(s):
Course & Selection:
Identifier:
Client:
Exercise 04-02
Page 2 of 23
In this exercise you will execute the procurement process to
purchase the following trading goods: Elbow
Pads, Road Helmets, Repair Kits, Off Road Helmets, and Knee
Pads. You will be purchasing 50 of each of
these goods from Olympic Protective Gear to be delivered to

GBI’s Miami plant.
Exercise Workflow
this exercise. For this exercise you will
need the following deliverables.
In the System:
On Paper:

You may be assigned additional deliverables. Make certain to
Create
Purchase
Requisition
Creat & Send
Purchase
Order
Receive
Shipment
from Vendor
Receive
Invoice from
Vendor
Send
Payment to
Vendor

Exercise 04-02
Page 3 of 23
Step 1: Create Purchase Requisition
In this step, the Purchase Requisition is created for internal
purposes only. It is recommended that you
keep several windows opened (to view inventory and vendor
account balances). Refresh these windows
each step of the procurement process to review the
consequences of your actions.
Step 1.1: Review material inventory
Refer to a previous exercise for instructions to review material
inventory. Review the inventory of your

elbow pads, road helmets, repair kits, off road helmets, and
knee pads, and answer the following
questions.
Q1: How many elbow pads are in inventory before the
requisition: -------
Q2: How many road helmets are in inventory before the
requisition: ------
Q3: How many repair kits are in inventory before the
requisition: ---------
Q4: How many off road helmets are in inventory before the
requisition: --
Q5: How many knee pads do you have before the requisition: -
-----------
Step 1.2: Review vendor account balance
Refer to a previous exercise for instruction to review account
balances. Then, review the balance in your
vendor’s account, and answer the following question.

Q6: What is the balance in your vendor’s account before the
requisition: --
Step 1.3: Navigate to the transaction to create a purchase
requisition
Q7: What is the transaction code for Create Purchase
Requisition: --------
Create
Purchase
Requisition
Create & Send
Purchase
Order
Receive
Shipment
from Vendor
Receive
Invoice from

Vendor
Send
Payment to
Vendor
Navigation
Exercise 04-02
Page 4 of 23
Q8: What is the transaction code for Change Purchase
Requisition: -------
Q9: What is the transaction code for Display Purchase

Requisition: --------
Step 1.4: In the “Create Purchase Requisition” screen, enter the
following data:
Document Type (shopping cart icon) Purchase Requisition (if
not already defaulted)
The screen is divided into three sections – header, item
overview, and details. Clicking the
icon next to each section will open or close the section. Open
the sections as needed to complete
the tasks below.
Open the Item Overview section, and enter the following data
for the five items to be purchased:
Material (one line item for each) Code for your Material
Number(s) for the five trading
good(s) to be purchased from your supplier.
Quantity 50 of each of your five materials, one per line

Delivery Date One week from today
Plant Code for the Miami Distribution Center
Storage Location Code for the Trading Goods storage location
Purchasing Group Code for North America
Desired Vendor Code for your Olympic Protective Gear
Q10: What is the code for the trading goods storage location: --
------------
Q11: What is the code the North America Purchasing Group: --
---------------
You may need to scroll right to see all of the fields.
Exercise 04-02

of 23
(ENTER)
If you get a yellow warning message “Can delivery date be
met?” press Enter for each item to
confirm that it can.
(SAVE)
Q12: What was your Purchase Requisition Number? (Include
the zeros): -----
trading goods, and answer the following questions.
Q13: How many of your elbow pads are in inventory after the
requisition:---
Q14: How many of your road helmets are in inventory after the

requisition: -------------------------------------------------------------
----
Q15: How many of your repair kits are in inventory after the
requisition: -----------------------------
Q16: How many of your off road helmets are in inventory after
the
requisition: -------------------------------------------------------------
---
Q17: How many of your knee pads are in inventory after the
requisition: --------------------------
Q18: What is the balance in your vendor’s account after the
requisition: ------------------------------
In the System:

On Paper:
Exercise 04-02
Page 6 of 23
Step 2: Create Purchase Order
In this step, a Purchase Order is created from the Purchase
Requisition and sent to the vendor.
Step 2.1: Navigate to the transaction to create a purchase order:

Q19: What is the transaction code to Create a Purchase Order: -
-----------------------------
Q20: What is the transaction code to Display a Purchase Order:
------------------------------
Q21: What is the transaction code to Change a Purchase Order:
------------------------------
You can close the window “Enjoy SAP: Purchase Order” (if it
is open) so you can view more of the
screen.
Step 2.2: In the “Create Purchase Order” screen enter the
Field Name Field Value
Top Field (shopping cart icon) Standard PO (should be
defaulted)
Vendor Number Enter the number for your Olympic Protective
Gear

(box to the RIGHT of “Vendor”
The Document Overview should be visible (open) on the left
side of the screen. If it is not, then click on
the “Document Overview On” button near the top left area of
the screen to open it.
If you are prompted to enter your Purchasing Organization,
enter US00.
If you are prompted to enter your Purchasing Group, enter N00.
Click on “Selection Variant” (first icon to far left – click and
hold on the right side of the icon).
Create
Purchase
Requisition
Create & Send
Purchase
Order
Receive
Shipment
from vendor

Receive
Invoice from
Vendor
Send
Payment to
Vendor
Navigation
L
Exercise 04-02
Page 7 of 23

Scroll down and select “My Purchase Requisitions.” Your
purchase requisition number(s) should now
appear in the document overview.
Highlight your purchase requisition (click on it ONCE ONLY),
and click on (ADOPT) icon to the right
of the selection variant.
If you double-click on the purchase requisition, the system will
display the requisition. You are no
longer in the application to create a purchase order. If this
happens you must exit back to the
main menu and start at the beginning of this step.
The screen is divided into three sections – header, item
overview, and item details. Clicking the
icon next to each section will open or close the section. Open
the sections as needed to
complete the tasks below.
Once your Purchase Requisition is adopted, you may be
prompted to enter some organizational
levels (purchasing organization, purchasing group, and company
in the header section). Provide

the necessary values (US purchasing organization, North
America purchasing group, and GBI US).
In addition you may be prompted to provide the “Gross Price”
for each type of material ordered.
To find this price, look in the “Moving Price” column in the
table you created in Exercise 4-1. You
can also find this value in the Accounting 1 view of the material
master. It is easier to enter these
data in the Item Overview section of the screen. Type in the
price of each material, not the total
ordered.
If the system asks for a Purchasing Organization, enter the
code for GBI’s US purchasing
organization.
The system may issue a warning message asking if the delivery
date can be met as well as a
warning about the delivery date note being a working day. You
must acknowledge each warning
by clicking Enter, once for each line item.
Q22: What was the net value of the purchase order:--------------
---------------------------

Hint: it is in the header – conditions
Click “enter” or to validate the data on the screen. Correct
errors, if any.
(SAVE)
If the system displays a message “System Message issued / do
you want to save document or
process data,” then click Edit to see the messages. If all the
messages are warnings (yellow), then
select continue (Enter). Then Save it again, but this time when
you get the message, select Save
instead of Edit. If the messages are error messages, then you
must correct the errors before
saving the document.

Exercise 04-02
Page 8 of 23
Q23: What was your standard PO Number: (Include the zeros) -
-------------------------------
PO: -----------------------------
PO: ---------------------------
PO: --------------------------------
the PO: --------------------------

PO is
created: -----------------------------------------------------------------
---
PO: --------------------------------
In the System:
On Paper:

Exercise 04-02
Page 9 of 23
Step 3: Receive Shipment from the Vendor
Step 3.1: Navigate to the transaction to create a receive goods:
Q30: What is the transaction code to receive the goods: ---------
-----------
Step 3.2: In the “Goods Receipt Purchase Order” screen enter
the following data:

Next to Purchase Order Enter your Purchase Order number
If you don’t remember your purchase order number, then you
can search for it. Click on the
search icon next to the field. The system defaults to the
“purchase documents per asset” tab.
Scroll through the tabs until you are on the “purchase document
per vendor” tab. Enter your
vendor number (or search for it!), and click enter. Your
purchase orders for this vendor should be
displayed. Select (double-click) the appropriate one (the one
you created in the last step – it
should be the one with the highest number). The PO number
should now be populated in the
goods receipt screen.
(ENTER)
The goods receipt document should be populated with relevant
data from your purchase order.
Quantity (Qty in UnE) The quantity from your Purchase Order

(should be
populated from your PO)
Storage Location (Sloc) Enter the code for the trading goods
storage location
Movement Type Code for Goods Receipt for purchase order into
warehouse/stores (should be defaulted)
Create
Purchase
Requisition
Create & Send
Purchase
Order
Receive
Shipment
from Vendor
Receive
Invoice from
Vendor
Send
Payment to
Vendor

Navigation
Exercise 04-02
Page 10 of 23
Stock Type Unrestricted use (should be the default)
OK Check the boxes for each line item
Q31: What does “Qty in UnE” refer to: ----------------------------
-----------------
(Hint: click on the column heading and click F1 for
help)

Q32: What do the boxes in the OK column mean:-----------------
----------------
(Hint: click on the column heading and click F1 for
help)
(ENTER)
(SAVE)
Q33: What is your goods movement document number
(include the zeros): ---------------------------------------------------
----
Q34: How many elbow pads are in inventory after receiving
shipment: ----------------------------
Q35: How many road helmets are in inventory after receiving
shipment: --------------------------
Q36: How many repair kits are in inventory after receiving

shipment: ----------------------------
Q37: How many off road helmets are in inventory after
receiving
shipment: ---------------------------------------------------------------
---
Q38: How many knee pads are in inventory after receiving
shipment: ----------------------------
balances. Then review the balance in your
Q39: What is the balance in your vendor’s account after
receiving
shipment: ---------------------------------------------------------------
-----

Exercise 04-02
Page 11 of 23
In the system:
On Paper:

Exercise 04-02
Page 12 of 23
Step 4: Receive an Invoice from the Vendor
You have received the following invoice from your vendor
The total in this invoice should match the total value of your
purchase order (refer to the step in
which you created the purchase order.)

If the total of your PO is different from the total in this
invoice, then use the total of your PO in
subsequent steps.
Figure 1
Create
Purchase
Requisition
Create & Send
Purchase
Order
Receive
Shipment
from Vendor
Receive
Invoice from
Vendor
Send
Payment to
Vendor

Exercise 04-02
Page 13 of 23
Step 4.1: Navigate to the transaction to verify and record an
invoice:
Q40: What is the transaction code to receive the invoice: -------
----------------------
Step 4.2: On the “Enter Invoice: Company Code US00” screen

Invoice Date Enter Today’s Date
Posting Date Today’s date (should be defaulted)
Amount Enter the amount of the invoice.
The total in the invoice provided above
should match the total value of your
purchase order (refer to the appropriate
step and question above. If the total of
your PO is different from the total in this
invoice, then use the total of your PO in
subsequent steps. Don’t put in commas or
dollar signs!
In the field next to “Purchase order/scheduling agreement,”
enter your Purchase Order number. If you do
not remember your purchase order number, you can search for
it.
(ENTER)
If you are asked to enter the “Payment Period Baseline Data,”
enter today’s date.

You should see data about each line item in your purchase
order.
Navigation
-On
Exercise 04-02
Page 14 of 23
Enter the following information:

Tax Code XI (Input tax)
Jurisdiction Code Code for Florida
Scroll to the right to find these above fields.
Verify this information because it may already be defaulted.
Check the boxes in the column that has a check mark symbol,
indicating that you have verified the items
received as matching what is on the invoice.
(ENTER)
The traffic light in the top right corner, next to “balance,”
should be green, and the amount should be
zero.
(Hint: To answer the following four questions, simulate the
invoice (click the
icon). Once you are done, click “Back” to return to the
previous screen)

Q41: What is the GL account number is used for the debit
posting: --------------------------------
Q42: What is the name of the GL account that is used for the
debit
posting: -----------------------------------------------------------------
-------
Q43: What is the GL account number is used for the credit
posting: --------------------------------
credit
posting: -----------------------------------------------------------------
------
(SAVE)
Q45: What was your invoice number:(Include the zeros): -------
---------------------------------
inventory. Review inventory of your trading
goods and answer the following questions.

Exercise 04-02
Page 15 of 23
Q46: How many elbow pads are in inventory: --------------------
----------------------------------------
Q47: How many road helmets are in inventory: -------------------
-------------------------------------
Q48: How many repair kits are in inventory: ---------------------
---------------------------------------
Q49: How many off road helmets are in inventory: --------------
------------------------------------------

Q50: How many knee pads are in inventory: ----------------------
----------------------------------
invoice receipt: ------------------------
In the System:
On Paper:
tions.

Exercise 04-02
Page 16 of 23
Step 5: Pay the Vendor
Step 5.1: Navigate to the transaction to record a vendor
payment:
Q52: What is the transaction code to pay your vendor:-----------
--------------------

Step 5.2: On the “Post Outgoing Payments: Header Data:”
screen enter the following:
Document Date Enter Today’s Date
Posting Date Today’s Date should be defaulted
“Bank Data” section:
Account Search for and enter the account number for GBI’s
Bank Account (not
the alternate bank account)
When searching, be sure to search within the chart of account
GL00
Amount Enter the amount owed to this vendor. This is the
amount of the
invoice created in the previous step.
Q53: What is the account number for GBI’s Bank Account: ----
--------------------------------

Create
Purchase
Requisition
Create & Send
Purchase
Order
Receive
Shipment
from Vendor
Receive
Invoice from
Vendor
Send
Payment to
Vendor
Navigation

Exercise 04-02
Page 17 of 23
“Open Item Selection” section:
Account Enter the number of the your Vendor
Account Type K (Vendors) should be defaulted
Click the “Process open items” icon button (This window will
show you the unpaid
invoices from the vendor.)
In the bottom right part of the screen, the “amount entered”
should equal the “assigned” amount. The
“not assigned” amount should be zero.

If “not assigned” is not 0.00, then double-click on $$ amount
under the USD Gross column. If there is
more than one open invoice listed, then select (double-click) the
one(s) that add up to the amount of the
payment.
(SAVE)
Q54: What was your document number for posing payment
(include the zeros): ---------------------------------------------------
---------
inventory. Review inventory of your trading
goods and answer the following questions.
Q55: How many elbow pads are in inventory after payment: ----
----------------------------------
Q56: How many road helmets are in inventory after payment: --
--------------

Q57: How many repair kits are in inventory after payment: -----
-----------------------------------
payment: --------------------------------
Q59: How many knee pads are in inventory after payment: -----
-----------------------------------
Exercise 04-02
Page 18 of 23

payment: ------------------------------
In the system:
On Paper:
Exercise 04-02

of 23
Name(s): --------------------
Course & Selection: -------
Identifier: ------------------
Client: ---------------------

Exercise 04-02
Page 20 of 23
Q1: How many elbow pads are in inventory before the
requisition: ------------
Q2: How many road helmets are in inventory before the
requisition: ---------------
Q3: How many repair kits are in inventory before the
requisition: ------------
Q4: How many off road helmets are in inventory before the
requisition: ----
Q5: How many knee pads do you have before the requisition: --
------------
Q6: What is the balance in your vendor’s account before the
requisition: ---
Q7: What is the transaction code for Create Purchase

Requisition: -------------
Q8: What is the transaction code for Change Purchase
Requisition: ----------
Q9: What is the transaction code for Display Purchase
Requisition: ------------------------------------
Q10: What is the code for the trading goods storage location: --
----------------------------------
Q11: What is the code the North America Purchasing Group: --
----------------------------------
Q12: What was your Purchase Requisition Number? (Include
the zeros): -----------
requisition: ----------
requisition: ---------------------------------------------------------
------------
requisition: -----------------------------

the
requisition: ---------------------------------------------------------
---------
requisition: -----------------------------
requisition: -----------------------------
Q19: What is the transaction code to Create a Purchase Order: -
----------------------------
Q20: What is the transaction code to Display a Purchase Order:
-----------------------------
Q21: What is the transaction code to Change a Purchase Order:
-----------------------------
Q22: What was the net value of the purchase order: -------------
--------------------------------

Exercise 04-02
Page 21 of 23
Q23: What was your standard PO Number: (Include the zeros) -
----------------------------
PO: -----------------------------
PO: -----------------------------
PO: -----------------------------
the PO:-----------------------------
PO is

created:--------------------------------------------------------------
---------
PO:-----------------------------
Q30: What is the transaction code to receive the goods: ---------
--------------------------
Q31: What does “Qty in UnE” refer to:--------------------- -------
----------------------------
Q32: What do the boxes in the OK column mean: ----------------
----------------------------
Q33: What is your goods movement document number
(include the zeros):-------------------------------------------------
-----------
Q34: How many elbow pads are in inventory after receiving
shipment:---------------------------
Q35: How many road helmets are in inventory after receiving
shipment: -----------------------------
Q36: How many repair kits are in inventory after receiving

shipment:-----------------------------
receiving
shipment:------------------------------------------------------------
--------
Q38: How many knee pads are in inventory after receiving
shipment:---------------------------
receiving
shipment:------------------------------------------------------------
---------
Q40: What is the transaction code to receive the invoice:--------
----------------------------
Q41: What is the GL account number used for the debit
posting:----------------------------
debit
posting:-------------------------------------------------------------
--------

Exercise 04-02
Page 22 of 23
Q43: What is the GL account number used for the credit
posting:-----------------------------
credit
posting:-------------------------------------------------------------
------------
Q45: What was your invoice number:(Include the zeros):--------
----------------- --------------------
Q46: How many elbow pads are in inventory: --------------------
---------------------------------

Q47: How many road helmets are in inventory:--------------- ----
-----------------------------------------
Q48: How many repair kits are in inventory: ---------------------
----------------------------------------
Q49: How many off road helmets are in inventory: --------------
-------------------------------
Q50: How many knee pads are in inventory: ----------------------
-------------------------------
invoice receipt:-----------------------------:
Q52: What is the transaction code to pay your vendor: ----------
---------------------------
Q53: What is the account number for the Bank Account:---------
----------------- -----------
Q54: What was your document number for posing payment
(include the zeros):-------------------------------------------------
-----------
Q55: How many elbow pads are in inventory after payment: ----

---------------------------------
Q56: How many road helmets are in inventory after payment: --
---------------------------
Q57: How many repair kits are in inventory after payment: -----
--------------------------------
payment: -----------------------------
Q59: How many knee pads are in inventory after payment: -----
--------------------------------
payment: -----------------------------
Exercise 04-02

of 23
Use the answers to the questions above to complete the
following tables.
Quantity of your materials in inventory
Before the
Requisition
After the
Requisition
After the
PO
After
Receiving
Shipment
Invoice
Receipt
After Payment

Elbow
Pads
Road
Helmets
Off Road
Helmets
Knee
Pads
Repair Kit
Balance in your vendor’s account
Before the
Requisition
After the
Requisition
After the

PO
After
Receiving
Shipment
Invoice Receipt
After
Payment
thisPage: 1.00000000PrintButton1: ResetButton1: Button1:
Client: Identifier: Course: Name: Q_07: Q_06: Q_05: Q_04:
Q_03: Q_02: Q_01: Q_11: Q_10: Q_09: Q_08: Q_18: Q_17:
Q_16: Q_15: Q_14: Q_13: Q_12: Q_21: Q_20: Q_19: Q_22:
Q_29: Q_28: Q_27: Q_26: Q_25: Q_24: Q_23: Q_30: Q_32:
Q_31: Q_39: Q_38: Q_37: Q_36: Q_35: Q_34: Q_33: Q_40:
Q_45: Q_44: Q_43: Q_42: Q_41: Q_46: Q_50: Q_49: Q_48:

Q_47: Q_51: Q_53: Q_52: Q_59: Q_58: Q_57: Q_56: Q_55:
Q_54: Q_60: I_22: I_21: I_20: I_19: I_18: I_17: I_16: I_15:
I_14: I_13: I_12: I_11: I_10: I_09: I_08: I_07: I_06: I_05: I_04:
I_03: I_02: I_01: I_42: I_41: I_40: I_39: I_38: I_37: I_36: I_35:
I_34: I_33: I_32: I_31: I_30: I_29: I_28: I_27: I_26: I_25: I_24:
I_23: I_60: I_59: I_58: I_57: I_56: I_55: I_54: I_53: I_52: I_51:
I_50: I_49: I_48: I_47: I_46: I_45: I_44: I_43: TL_25: TL_19:
TL_13: TL_7: TL_1: TL_26: TL_20: TL_14: TL_8: TL_2:
TL_24: TL_18: TL_12: TL_6: TB_1: TB_2: TB_3: TB_4: TB_5:
TB_6:
Introduction
information as described below:

overlooked.
information.
Each student or group will be assigned a unique three digit
identifier.
Always work with your data – your vendor, your materials,
your general ledger accounts, etc.
The procurement process allows GBI to acquire or purchase
material from a vendor. This process can
be used to purchase trading goods as well as raw material.
In this exercise you will review the master data relevant to
purchasing.
Single Company Code
Rev: 08/25/2010

Name(s):
Course & Selection:
Identifier:
Client:
Chapter 04
Exercise 04-02
Page 2 of 13
Exercise 04-01

Single Company Code
None
Exercise Workflow
Deliverables are consolidated into one answer sheet at the end
of this exercise. For this exercise
you will need the following deliverables.
In the System:
On the answer sheet:
You may be assigned additional deliverables. Be sure to check
with your instructor!

Review material
master
Review vendor
master
Review material
inventory
Review account
balance
Chapter 04
Exercise 04-02
Page 3 of 13

Exercise 04-01
Single Company Code
Step 1: Review Material Master
Step 1.1: Navigate to the transaction to display material master:
Q1: What is the transaction code to display (current) a material:
---------------
Q2: What is the transaction code to create (general) a material: -
---------------
Q3: What is the transaction code to change (immediately) a
material: ---------
Step 1.2: In the “Display Material (Initial Screen)” enter the
Material Code for your ELBOW PADS

In order to search for your Elbow Pads, click on the search box
next to the text field. In
the search window, enter *### in the Material field. This will
bring up all of your materials.
(ENTER)
Step 1.3: In the “Select View(s)” window highlight the
following options:
Basic Data 1
Purchasing
Accounting 1
Default Setting icon
that they will automatically be
selected the next time through. In subsequent iterations of this
step, just click ENTER
Review
material
master
Review vendor
master

Review
material
inventory
Review account
balance
Navigation
Current
Chapter 04
Exercise 04-02
Page 4 of 13

Exercise 04-01
Single Company Code
(ENTER)
Step 1.4: Next, in the “Organizational Levels” window, specify
the desired organization
levels.
Plant Code for the Miami Distribution Center
Valuation Type Leave Blank
Default Setting icon
that they will automatically be
selected the next time through. In subsequent iterations of this

(ENTER)
You are now in the “Display Material EPAD1### (Trading
Goods)” screen.
Step 1.5: Using the information in the material master, fill in
the Table 1. You will have to
navigate between tabs in order to find all the information. Once
you are done
with your elbow pads, exit from the Display Material screen and
repeat the steps
for the four materials listed below and complete the following
table. Each row in
the table is for one material:
Your Road Helmet
Your Repair Kit
Your Off Road Helmet
Your Knee Pad
You can use the navigation arrows in the upper-right to find all
of the views. The simplest
way to access each selected view it to press enter- this will
move you through each of the selected
views. Be sure to look at the data in each view; scroll down as
well.

Chapter 04
Exercise 04-02
Page 5 of 13
Exercise 04-01
Single Company Code
Your

Material
Number
Base unit
Of measure
Gross
weight and
Unit of
Weight
Material
Group
Purchasing
Group
Moving
Price
Price
Control
Valuation
Class

EPAD1###
RHMT1###
RKIT1###
OHMT1###
KPAD1###
Table 1 – Material master data
In the system:
table with data for your materials

Chapter 04
Exercise 04-02
Page 6 of 13
Exercise 04-01
Single Company Code
Step 2: Review Vendor Master

Step 2.1: Navigate to the transaction to display vendor master:
Q4: What is the transaction code to display a vendor:-------------
--------------
Q5: What is the transaction code to create a vendor:--------------
--------------
Q6: What is the transaction code to change a vendor:-------------
--------------
Step 2.2: In the “Display Vendor: Initial Screen” screen, enter
the following information
Vendor Code for your Olympic Protective Gear
Company Code Code for the GBI US
Purchasing Organization Code for the US Purchasing
Organization
To find your version of Olympic Protective Gear, click on the
search box next to the text
field. ( ) In the search window, enter *### in the vendor field
and press enter. This will
bring up all of your vendors.

Select the following check boxes:
Under General Data: Address
Under Company Code Data: Accounting info
Under Purchasing Organization: Purchasing data
Review
material master
Review vendor
master
Review
material
inventory
Review account
balance
Navigation
Display

Chapter 04
Exercise 04-02
Page 7 of 13
Exercise 04-01
Single Company Code
(ENTER)
Step 2.3: Scroll through the different screens using the previous
screen and next
screen icons at the top and answer the following questions:

Q7: What is the postal code for this vendor: -----------------------
--------------
Q8: What is the reconciliation account number for this vendor: -
---------------
Q9: What are the payment terms: ------------------------------------
------------
Q10: What is the order currency: ------------------------------------
--------------
Q11: What is the minimum order value: ----------------------------
--------------
In the System:

Chapter 04
Exercise 04-02
Page 8 of 13
Exercise 04-01
Single Company Code
Step 3: Review Material Inventory
Step 3.1: Navigate to the transaction to display material
inventory:

Q12: What is the transaction code to display a material’s
inventory level: ------
Step 3.2: In the “Display Warehouse Stock of Material” screen,
Material Number for your elbow pads
(EXECUTE)
Q13: How many of your elbow pads are there in the Miami
plant: --------------
In the System:
None

Review
material
master
Review
vendor
master
Review
material
inventory
Review
account
balance
Navigation
Warehouse Stock
Chapter 04
Exercise 04-02

of 13
Exercise 04-01
Single Company Code
Step 4: Review Account Balance
Step 4.1: Navigate to the transaction to display vendor account
balances:
Q14: What is the transaction code to display a vendor’s balance:
---------------
Step 4.2: In the “Vendor Balance Display” screen, enter the
following:

Vendor Number for your Olympic Protective Gear
Company Code Code for GBI US
Fiscal Year Current Year
(EXECUTE)
Q15: What is the vendor number for your Olympic Protective
Gear: ------------
Q16: What is the current account balance for your Olympic
Protective
Gear: --------------------------------------------------------------
----------
If you get a message “No data read for fiscal year ……” this
means that there are no
transactions in the system for your vendor. Therefore the vendor
balance is zero.
Review
material
master

Review
vendor
master
Review
material
inventory
Review
account
balance
Navigation
Chapter 04
Exercise 04-02
Page 10 of 13

Exercise 04-01
Single Company Code
In the System:

Chapter 04
Exercise 04-02
Page 11 of 13
Exercise 04-01
Single Company Code
Name(s): --------------------
Identifier: ------------------
Client: ----------------------

Chapter 04
Exercise 04-02
Page 12 of 13
Exercise 04-01
Single Company Code
Q1: What is the transaction code to display a material: ----------
---------------
Q2: What is the transaction code to create a material: ------------

--------------
Q3: What is the transaction code to change a material:------------
-------------
Q4: What is the transaction code to display a vendor:-------------
--------------
Q5: What is the transaction code to create a vendor: -------------
--------------
Q6: What is the transaction code to change a vendor: ------------
--------------
Q7: What is the postal code for this vendor: -----------------------
-------------
Q8: What is the reconciliation account number for this vendor: -
---------------
Q9: What are the payment terms: ------------------------------------
------------
Q10: What is the order currency: ------------------------------------
--------------
Q11: What is the minimum order value: ----------------------------
---------------
Q12: What is the transaction code to display a material’s
inventory level: ------
Q13: How many of your elbow pads are there in the Miami
plant: -------------
Q14: What is the transaction code to display a vendor’s balance:

---------------
Q15: What is the vendor number for your Olympic Protective
Gear: -------------
Q16: What is the current account balance for your Olympic
Protective
Gear: --------------------------------------------------------------
------------
Chapter 04
Exercise 04-02
Page 13 of 13
Exercise 04-01

Single Company Code
Your
Material
Number
Base unit
of measure
Gross
Weight and
Unit of
Weight
Material
Group
Purchasing
Group
Moving
Price

Price
Control
Valuation
Class
EPAD1###
RHMT1###
RKIT1###
OHMT1###
KPAD1###
Table 1 – Material master data
Q_03: T_1: T_2: T_3: T_4: T_5: T_6: T_7: T_8: T_9: T_10:
T_11: T_12: T_13: T_14: T_15: T_16: T_17: T_18: T_19: T_20:
T_21: T_22: T_23: T_24: T_25: T_26: T_27: T_28: T_29: T_30:
T_31: T_32: T_33: T_34: T_35: Q_04: Q_05: Q_06: Q_07:
Q_08: Q_09: Q_10: Q_11: Q_12: Q_13: Q_14: Q_15: Q_16:
I_03: I_02: I_07: I_06: I_01: I_09: I_04: I_08: I_05: I_10: I_14:
I_13: I_12: I_11: I_15: I_16:

Introduction
information as described below:
overlooked.
information.
Each student or group will be assigned a unique three digit
identifier.

The financial accounting process allows GBI to pay vendors for
services or materials acquired. This
process can be used to pay for liabilities that GBI has incurred
due to normal operations.
This exercise is about paying off liabilities within the
accounting statements.
Exercise 03-02: Basic Financial Accounting Process
Single Company Code
Version 1
Rev: 01/03/2011
Name(s):
Course & Selection:
Identifier:
Client:

Chapter 04
Exercise 04-02
Page 2 of 17
Exercise 03-02
Single Company Code
Exercise 3-1 Financial Accounting Master Data-SCC
Exercise Workflow

Deliverables are consolidated into one answer sheet at the end
of this exercise. For this exercise
you will need the following deliverables.
In the System:
On Paper:
ers to the Questions
You may be assigned additional deliverables. Be sure to check
with your instructor!
Invest in GBI
View Account
Balances
Purchase
Supplies for

Cash
Purchase
Supplies Via
Payables -
Misc.
Pay Rent
Chapter 04
Exercise 04-02
Page 3 of 17
Exercise 03-02

Single Company Code
Step 1: Invest in GBI
In this step, an outside investor invests $60,000 in GBI. You
must record this transaction in GBI’s
books within SAP. You will credit $60,000 to GBI’s common
stock (shareholder equity) account and
debit the same amount from GBI’s bank account.
Step 1.1: Navigate to the transaction to enter in general ledger
accounts:
Q1: What is the transaction code to post a journal entry: --------
--------------------
You may be required to enter in your Company Code: US00.

Step 1.2: In the “Enter G/L Account Document: Company Code
US00” screen enter the
Document Date Today’s Date
Posting Date Today’s Date
In order to search for your Elbow Pads, click on the search box
next to the text field. In
the search window, enter *### in the Material field. This will
bring up all of your materials.
Step 1.3: At the bottom of the screen, enter the following
information:
Field Name Data Entry (Line 1) Data Entry (Line 2)
G/L acct Bank Account Common Stock
D/C Debit Credit
Amount in doc.curr. 60,000 60,000
Invest in GBI
View Account
Balances

Purchase
Supplies for
Cash
Purchase
Supplies Via
Payables - Misc.
Pay Rent
Navigation
Document
Chapter 04
Exercise 04-02
Page 4 of 17

Exercise 03-02
Single Company Code
(ENTER)
(SAVE)
Q2: What is the resulting document number: ----------------------
-------------------
Q3: What type of document is this: ---------------------------------
-------------------
In the System:

On Paper:
Chapter 04
Exercise 04-02
Page 5 of 17

Exercise 03-02
Single Company Code
Step 2: View Account Balances
Step 2.1: Navigate to the transaction to view account balances:
Q4: What is the transaction code to view account balances:------
------------------------------
Step 2.2: In the “G/L Account Balance Display” screen, enter
the following:
To search for the Bank G/L Account Number, click on the icon
next to the account number
field or press F4. Be sure to specify GL00 in the Chart of
Accounts field. This search will
show all of the G/L accounts.

Account Number G/L Account Number for Bank Account
Company Code US00
Fiscal Year 2011
Select (EXECUTE)
Q5: What is the G/L account number for the Bank Account: -----
---------------------------------
Q6: What is the document currency: --------------------------------
-------------------------------
Q7: What are the current debit balance for the Bank Account: --
---------------------------------
Step 2.3: To view specific transactions for the Bank Account,
double-click on the Total
Cum. Balance (lowest right field). This will bring you to the
"G/L Account Line
Item Display G/L View” screen, which lists all of the
transactions for the selected
month. The “DocumentNo” column breaks down the changes in
the Bank
Account by separate transactions.
View Account

Balances
Invest in GBI
Purchase
Supplies for
Cash
Purchase
Supplies Via
Payables -
Misc.
Pay Rent
Navigation

Chapter 04
Exercise 04-02
Page 6 of 17
Exercise 03-02
Single Company Code
Step 2.4: Within the “DocumentNo” column, search for
document number in Step 1. Select
the check box on the left of the document number, and click the
(DISPLAY)
icon for more details.
Step 2.5: In the “Display Document: Line Item 001” screen,
click on the Document Overview

icon to view the journal entries. Two fields to the left of the
account number
is the posting key field. The posting key describes the type of
transaction
(expense, credit memo, stock initial entry, etc.) that is entered
in a line item.
The Document Overview will bring up the “Display Document:
Data Entry View” screen. This page
will display the accounts used by the document from step 1 and
indicate how they are affected by
this transaction.
Q8: How many accounts are being affected within this
transaction: ------------------------------
Q9: Which account is being debited: --------------------------------
-------------------------------
Q10: Which account is being credited: -----------------------------
---------------------------------
Q11: Which period did this transaction take place in: ------------
-----------------------------------

In the System:
Chapter 04
Exercise 04-02
Page 7 of 17

Exercise 03-02
Single Company Code
Step 3: Purchase Assets & Supplies
In this step GBI will purchase supplies with cash. Because it is
a cash transaction, GBI will not assume a
liability.
Step 3.1: Navigate to the transaction to purchase assets and
supplies:
Q12: What is the transaction code to purchase assets: ------------
-------------------------
Step 3.2: Purchase Office Supplies with Cash:

In the “Enter G/L Account Document: Company Code US00”
screen, enter the
following:
Document Date The 20
th
of the current month and year
Posting Date The 20
th
At the bottom of the screen enter the following information:
G/L acct Supplies Expense Bank Account
D/C Debit Credit
Amount in doc.curr. 500 500
Cost Center Field
(scroll to the right)
NAAD1000 (leave blank)

(ENTER) and (SAVE)
Purchase
Supplies for
Cash
Invest in GBI
Purchase
Supplies for
Cash
Purchase
Supplies Via
Payables -
Misc.
Pay Rent
Navigation
Document

Chapter 04
Exercise 04-02
Page 8 of 17
Exercise 03-02
Single Company Code
A warning (YELLOW) message may occur concerning a future
date. If this occurs, then click
on Enter to continue. Keep this in mind for Step 3 through Step
5.

Q13: What was your document number for the purchase of
Supplies: -------------------------
Refer to a previous exercise for instructions on how to review
account balances. Review the supplies
account and bank account to answer the following questions.
Q14: What is the G/L account number for Supplies Expense: ----
-----------------------------
Q15: What is the G/L account number for Bank Account: --------
------------------------------
Q16: What is the posting key for Supplies Expense: --------------
----------------------------
Q17: What is the posting key for Bank Account: ------------------
-------------------------
In the System:
On Paper:

Chapter 04
Exercise 04-02
Page 9 of 17
Exercise 03-02

Single Company Code
Step 4: Purchase Supplies via Payable-Miscellaneous
In this step GBI will purchase supplies via payables-
miscellaneous and then pay for them at a later date
from its bank account. This is a two-step process, (1) receive
the supplies and (2) pay for them later.
Step 4.1: Navigate to the transaction to purchase using
payables:
Q18: What is the transaction code to enter a G/L account
document: -------------------------
Step 4.2: Purchase Office Supplies on Account
screen, enter the
th

Posting Date The 10
th
G/L acct Supplies Expense Payable-Miscellaneous
D/C Debit Credit
Cost Center Field
(scroll to the right)
NAAD1000
Purchase
Supplies Via
Payables -
Misc.
Invest in GBI
View Account

Balances
Purchase
Supplies for
Cash
Pay Rent
Navigation
Document
Chapter 04
Exercise 04-02
Page 10 of 17

Exercise 03-02
Single Company Code
(ENTER) and (SAVE)
Q19: What was your document number for purchase of Supplies
on account: --------------------
Refer back to the instructions for viewing account balances.
Review the supplies expense and
miscellaneous payable account to answer the following
questions.
-------------------------------
Q21: What is the G/L account number for Payable-
Miscellaneous: --------------------------
-------------------------

Q23: What is the posting key for Payable-Miscellaneous: -------
-----------------------------
Q24: What period did this transaction take place in: --------------
-------------------------
Step 4.3: Purchase Office Supplies Five Days after Purchase
screen, enter the
th
Posting Date The 15
th
G/L acct Payable-Miscellaneous Bank Account
D/C Debit Credit

Chapter 04
Exercise 04-02
Page 11 of 17
Exercise 03-02
Single Company Code
(ENTER) and (SAVE)
Q25: What was your document number for the payment of the
payable: -------------------------

(Will Vary)
Using the instructions for viewing account balances, review the
supplies expense and miscellaneous
payable accounts to answer the following questions.
--------------------------
----------------------------
-------------------------
In the System:
s to acquire assets and
consumables.
On Paper:

Chapter 04
Exercise 04-02
Page 12 of 17
Exercise 03-02

Single Company Code
Step 5: Pay for Rent
In this step GBI will pay the rent on its building for the current
month and prepay the rent for the
following two months. You must record this transaction in
GBI’s books within SAP. GBI pays $5,000
per month, so you need to pay a total of $15,000 from GBI’s
cash account. You must debit the
current month’s rent from the rent expense account and assign it
to the cost center for
administrative costs. You must then debit the payment for the
next two months from the prepaid
expense account.
The second part of this exercise step simulates the journal entry
that will be made the following
month when GBI’s rent payment is due. Because the Bank has
already received the payment, the
journal entry records the reduction in the prepaid expenses
rather than as another cash payment.
Step 5.1: Navigate to the transaction to prepay rent:

Q29: What is the transaction code to is used to pay the rent: ----
-------------------------
Step 5.2: Pay the rent on the Building
screen, enter the following information:
Document Date The last day of the CURRENT month
Posting Date The last day of the CURRENT month
Field Name Data Entry (Line 1) Data Entry (Line 2) Data Entry
(Line 3)
G/L acct Prepaid Rent Rent Expense Bank Account
Pay RentInvest in GBI
View Account
Balances
Purchase
Supplies for

Cash
Purchase
Supplies Via
Payables -
Misc.
Navigation
Document
Chapter 04
Exercise 04-02
Page 13 of 17

Exercise 03-02
Single Company Code
D/C Debit Debit Credit
Amount in
doc.curr.
10,000 5,000 15,000
Cost Center
Field
(Leave Blank) NAAD1000 (Leave Blank)
Click (ENTER) and click (ENTER) again to get through the
warning messages about the date
being in the future. If no warning messages appear, then simply
continue.

(SAVE)
Q30: What was your document number for expensing next
month’s rent: ------------------------
Refer to a previous exercise for instructions on how to check
account balances. Review the
miscellaneous and bank accounts to answer the following
questions.
Q31: What is the G/L account number for Prepaid Rent: ---------
-------------------------
Q32: What is the G/L account number for Rent Expense: --------
-------------------------
Step 5.3: Pay Rent from the Prepaid Rent Account
In the “Enter G/L Account Document: Company Code CC00”
screen enter the following information:
Document Date The last day of the NEXT month
Posting Date The last day of the NEXT month

At the bottom of the screen, enter the following information:
G/L acct Rent Expense Prepaid Rent
D/C Debit Credit
Amount in 5,000 5,000
Chapter 04
Exercise 04-02
Page 14 of 17
Exercise 03-02

Single Company Code
doc.curr.
Cost Center
Field
(Scroll to the
right)
NAAD1000 (Leave Blank)
(ENTER) and hit (ENTER) again to get through the warning
message
(SAVE)
month’s rent: ------------------

In the System:
On Paper:
Chapter 04
Exercise 04-02

of 17
Exercise 03-02
Single Company Code
Name(s): --------------------
Identifier: ------------------
Client: ----------------------

Chapter 04
Exercise 04-02
Page 16 of 17
Exercise 03-02
Single Company Code
Q1: What is the transaction code to post a journal entry: --------
--------------------------------
Q2: What is the resulting document number: ----------------------
-------------------------------
Q3: What type of document is this::---------------------------------

---------------------- ------
Q4: What is the transaction code to view account balances: -----
---------------------------------
Q5: What is the G/L account number for the Bank Account: -----
---------------------------------
Q6: What is the document currency: --------------------------------
-------------------------------
Q7: What is the current debit balance for the Bank Account: ---
----------------------------------
Q8: How many accounts are being affected within this
transaction: ------------------------------
Q9: Which account is being debited: --------------------------------
-----------------------------
Q10: Which account is being credited: -----------------------------
---------------------------
Q11: Which period did this transaction take place in: ------------
----------------------------
Q12: What is the transaction code to purchase assets: ------------

---------------------------
Q13: What was your document number for the purchase of
Supplies: ----------------------
----------------------------
Q15: What is the G/L account number for Bank Account: --------
----------------------------
----------------------------
---------------------------
Q18: What is the transaction code to enter a G/L account
document: ----------------------
Q19: What was your document number for purchase of Supplies
on account: -------------
----------------------------
Q21: What is the G/L account number for Payable-

Miscellaneous: --------------------------
----------------------------
-----------------------------
Chapter 04
Exercise 04-02
Page 17 of 17
Exercise 03-02

Single Company Code
----------------------------------
Q25: What was your document number for the payment of the
payable: -------------------------
----------------------------------
-----------------------------
---------------------------
Q29: What is the transaction code is used to pay the rent: -------
----------------------------------
Q30: What was your document number for the rent payment: ---
----------------------------------
Q31: What is the G/L account number for Prepaid Rent: ---------
----------------------------------

Q32: What is the G/L account number for Rent Expense: --------
-----------------------------------
month’s rent: ----------------------
Q_02: Q_04: Q_06: Q_07: Q_05: Q_10: Q_08: Q_09: Q_11:
Q_12: Q_14: Q_15: Q_16: Q_17: Q_13: Q_18: Q_19: Q_22:
Q_21: Q_20: Q_23: Q_24: Q_26: Q_25: Q_27: Q_28: Q_29:
Q_32: Q_31: Q_30: Q_33: I_01: I_04: I_02: I_03: I_07: I_06:
I_05: I_09: I_08: I_14: I_11: I_10: I_12: I_17: I_15: I_16: I_13:
I_18: I_20: I_21: I_19: I_22: I_23: I_26: I_24: I_29: I_25: I_28:
I_31: I_30: I_27: I_32: I_33:

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