3 SAP Exercises to be completed

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EXERCISE
CO 1: Review Cost Center Standard Hierarchy
Exercise Review the cost center standard hierarchy.
Time 10 min
Task Use the SAP Easy Access Menu to review the cost center standard hierarchy.
Name (Position) Jamie Shamblin (Cost Accountant)
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.
In order to review the cost center standard hierarchy, follow the SAP Easy
Access menu path:
Cost center structure
Cost center
Menu path
Accounting ? Controlling ? Cost Center Accounting ? Master Data ?
Standard Hierarchy ? Display
In the Set Controlling Area window, press F4 to display a list of controlling
areas defined in GBI. You should see the following screen.
Double-click on the GBI North America controlling area (NA00) to select it.
F4
NA00
Back on the Set Controlling Area screen with controlling area NA00 filled in,
click on
or press Enter. This should produce the following screen.
Initially, the system displays the root folder NA00 (GBI North America CCtr.
Std. Hierarchy) and its second level elements. Clicking on the triangle will
expand that section to display lower level groups or individual cost centers.
© SAP AG
Page 1
EXERCISE
Opening the first sub-level folder (Corporate), reveals the third-level folders
shown below.
You may single-click on the root folder and choose the
button to expand the
subtree completely. The systems displays you now the complete hierarchy.
Double-clicking on any element displays details on the bottom of the screen.
What is N5000?
What is NAAD1000?
Click on the exit icon
© SAP AG
Information technology
NA Administration Costs
to return to the SAP Easy Access screen.
Page 2
EXERCISE
CO 2: Display Cost Elements
Exercise Display cost elements.
Time 10 min
Task Use the SAP Easy Access Menu to display primary and secondary cost elements.
Name (Position) Jamie Shamblin (Cost Accountant)
Primary cost elements have a one-to-one relationship with expense accounts
activated for a chart of accounts. They serve to establish postings between FI
and CO 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.
To review cost elements, follow the menu path:
Primary cost element
Secondary cost
element
Menu path
Accounting ? Controlling ? Cost Element Accounting ? Master Data
? Cost Element ? Individual Processing ? Display
This takes you to the Display Cost Element: Initial Screen. Because you do not
know any element IDs, you need to find them. In order to do so, in the Cost
Element field press F4 or click on the search button.
In the Cost Element (1) screen, navigate to the Cost element tab (second tab).
In the CElem category field, press F4 again or click not the drop down button.
© SAP AG
F4
F4
Page 3
EXERCISE
From the list of all cost element categories defined in the SAP system, doubleclick on Primary costs/cost-reducing revenues (1).
1
Back on the Cost element (1) screen, press Enter or click on
to display all
primary cost elements defined in the GBI North America controlling area.
Double-click on LABOR (700000) to select it. Back on the Display Cost
Element: Initial Screen and with the correct Cost Element number filled in,
press Enter.
© SAP AG
700000
Page 4
EXERCISE
Click on
to go back to the Display Cost Element: Initial Screen. Now, you
want to display a secondary cost element. In the Cost Element field, press F4
again. This time, on the Cost element tab, leave the CElem category field blank
and click on
or press Enter to display the complete list of cost elements in
North America (including secondary cost elements).
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F4
Page 5
EXERCISE
Double-click on LABOR (800000) to select it. Back on the Display Cost
Element: Initial Screen, press Enter.
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800000
Page 6
EXERCISE
What is this cost element’s CElem category? 43-Internal Activity Allocation
Can you explain the difference between cost element Labor (700000) and
Labor (800000)?
Code 1-Primary Costs/Cost reduction revenue is for items directly associated
with operating the business whereas 43-Internal Activity Allocation is a cost
collection pool that will be allocated to other cost objectives, such as overhead
or fringe benefit costs.
Click on the exit icon
© SAP AG
twice to return to the SAP Easy Access screen.
Page 7
EXERCISE
CO 3: Display Cost Element Groups
Exercise Display cost element groups.
Time 10 min
Task Use the SAP Easy Access Menu to display existing cost element groups.
Name (Position) Jamie Shamblin (Cost Accountant)
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.
To review cost element groups, follow the menu path:
Cost element group
Menu path
Accounting ? Controlling ? Cost Element Accounting ? Master Data
? Cost Element Group ? Display
In the Display Cost element group: Initial Screen, press F4. In the following
Cost Element Group selection screen, the Chart of Accounts is already entered.
Simply press Enter or click on
to display all GBI cost element groups.
Double-click on the cost element group for all primary cost elements in North
America (NAPRIM1000). Back on the initial screen, press Enter.
© SAP AG
F4
NAPRIM1000
Page 8
EXERCISE
In this interactive list, you can double-click on any cost element to display its
master data details. As an example, double-click on Rent Expense (740300).
Click on the exit icon
© SAP AG
740000
until you are back on the SAP Easy Access screen.
Page 9
EXERCISE
CO 4: Display Individual Line Items
Exercise Display individual line items
Time 5 min
Task Use the SAP Easy Access Menu to display line items for the North America Internal
Services cost center and its primary cost elements.
Name (Position) Jamie Shamblin (Cost Accountant)
Note: You need to have successfully processed exercise Exercise 5–Post
Purchase of Office Supplies.
To display cost center line items, follow the menu path:
Requirement:
FI 6 exercise
Menu path
Accounting ? Controlling ? Cost Center Accounting ? Information
System ? Reports for Cost Center Accounting ? Line items ?
Cost Centers: Actual Line Items
In the Cost Center field (left), find and select cost center Internal Services
(NAIS1000). Make sure to delete any entries in the Cost Center Group, Cost
Element and Cost Element Group fields. For the Posting Date, select the first
day of the semester a the first date and today as the second date.
Then, click on
© SAP AG
NAIS1000
current month
.
Page 10
EXERCISE
As you may remember, in the FI exercise you posted office supply expenses in
of $80.00 to your alternate bank account. Here, you see the impact on the CO
side of the posting.
Note: In your screen, you may see multiple lines of $80.00 supply expenses.
Remember that you share the same company code with its set of books with
your fellow students analogous to employees in GBI’s accounting department.
Double-click on any line to display the corresponding FI document.
Click on
twice and choose Yes to exit the line item list. Then, repeat the
procedure for cost center North America IT Costs (NAIT1000) to find the
$95.00 software expenses from the FI exercise.
Click on the exit icon
© SAP AG
until you are back on the SAP Easy Access screen.
Page 11
EXERCISE
MM 1: Create Purchase Order
Exercise Use the SAP Easy Access Menu to create a purchase order.
Time 5 min
Task Create a Purchase Order (PO) for the Road and Off-road helmets. Submit the PO to the
vendor, Olympic Protective Gear. When received and accepted by the vendor, the PO creates a
legally binding contract between the two parties.
Name (Postion) Tirrell Winsten (Buyer)
In order to create a purchase order, follow the SAP Easy Access menu path:
Menu path
Logistics ? Materials Management ? Purchasing ? Purchase Order ?
Create ? Vendor/Supplying Plant Known
Org Data
Tab
US00
N00
US00
Vendor Field
Header
button
In the Vendor field, press F4 to find the number for Olympic Protective Gear
in Atlanta. On the Vendors (General) tab, enter your three-digit number (###)
as Search term and Atlanta in the City field. In the result list, double-click on
the vendor number to select it. (Lookup screen not shown.)
Back on the Create Purchase Order screen, open the header data by clicking on
Header. Select the “Org Data” tab. Select or enter US00 for Purchasing
Org, N00 for Purch. Group, and US00 for Company Code. Then click on .
Open the item list by clicking on
Item Overview. In the Material field,
select the off-road and road helmets. You may use the F4 help to search and
select both helmets (off-road and road). In order to do so, use the Material by
Material Type search tab, select Trading Goods as Material Type and enter
*### (e.g. *012 if your number is 012) as Material. Then, double-click the
respective helmet to select it.
© SAP AG
###
Atlanta
US00
N00
US00
Trading Goods
*###
Page 1
EXERCISE
You have to enter the following materials and information (as shown below) to
complete the item information.
Material
OHMT1###
RHMT1###
PO Quantity
60
150
Delivery Date
(two weeks from today)
(two weeks from today)
Net Price
25.00
25.00
Currency
USD
USD
Plnt
MI00
MI00
Click on the Enter icon . If you receive a system message whether the
delivery date can be met accept it with Enter for both line items.
Go to Conditions tab in the Header section and note the total value of the
purchase order: ______________ (5,250.00 USD).
Open the
Item Detail by clicking on the icon at he bottom left. Then go to
the Conditions tab and note the value of both line items. You switch between
items by using the
and
icons.
OHMT1###: ______________ (1,500.00 USD)
RHMT1###: ______________ (3,750.00 USD)
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Page 2
EXERCISE
Toggle
Click on
to save the purchase order.
Note that SAP will assign a purchase order document number (bottom-left of
the screen).
Purchase order
document number
The purchase order screen is again blank, ready for another purchase order to
be entered. Click on the exit icon
to return to the SAP Easy Access Menu.
© SAP AG
Page 3
EXERCISE
MM 2: Create Goods Receipt for Purchase Order
Exercise Use the SAP Easy Access Menu to create a goods receipt.
Time 5 min
Task Receive into inventory the stock items ordered from Olympic Protective Gear in the
previous exercise. A goods receipt document will be created referencing our purchase order
thereby ensuring that we receive 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.
Name (Postion) Tatiana Karsova (Receiving Clerk)
To create a goods receipt, follow the menu path:
Menu path
Logistics ? Materials Management ? Inventory Management ? Goods
Movement ? Goods Receipt ? For Purchase Order ? GR for Purchase
Order (MIGO)
This will produce the following screen.
PO #
101
Make sure that the Movement type (top-right corner) is set to GR goods
receipt 101. Enter your PO number from the previous exercise. If you do not
have the number, find it by using the F4 help (Purchasing Document per
Vendor tab or Purchasing Document for Material tab). Press Enter .
If a line is grayed out minimize the Item Detail Data by selecting
Detail Data).
© SAP AG
101
PO number
(Close
OK
Page 4
EXERCISE
Close item detail if
open
Ensure that the box in the OK column is checked for each item. Checking it
indicates that you want to adopt it into the goods receipt document.
In the SLoc column, enter storage location TG00 (Trading Goods) for both
line items. (WEB USERS: Type in TG00 if the lookup function doesn’t work)
Then click on
to save your goods receipt (WEB USERS click POST).
Note that the SAP system will assign a unique number for this new goods
receipt document. This number will appear in a message at the lower-left
corner of the screen.
Click on the exit icon
© SAP AG
TG00
Goods receipt
document number
to return to the SAP Easy Access Menu.
Page 5
EXERCISE
MM 3: Create Invoice Receipt from Vendor
Exercise Use the SAP Easy Access Menu to create an invoice receipt.
Time 5 min
Task Enter an invoice received from Olympic Protective Gear for 5,250.00 USD associated with
the recent PO and goods receipts. This invoice will be posted to an existing G/L expense account
in your Chart of Accounts and saved as an Accounts Payable to Olympic Protective Gear. It will
be settled by issuing a check to Olympic Protective Gear at a later date. The invoice is presented
below in order to support you making the necessary journal entry.
Name (Postion) Silvia Cassano (Accounts Payable Specialist)
To enter an invoice, follow the menu path:
Menu path
Logistics ? Materials Management ? Logistics Invoice Verification ?
Document Entry ? Enter Invoice
This will produce the following screen.
5250
Tax Code
XI
Enter today’s date as Invoice Date (you may use F4 to display the calendar
and press Enter to select today’s date). Then, in the Amount field enter the
total amount from the invoice document above and select Tax Code XI (dropdown field right of Tax amount field). As Text, enter ‘INVOICE 00123-###’
© SAP AG
today’s date
5,250.00
XI
INVOICE 00123-###
Page 6
EXERCISE
(replace ### with your number). Check if your screen looks like shown below.
PO/Scheduling
Agreement
PO Number
PO number
Then choose Purchase Order/Scheduling Agreement in the bottom dropdown list and enter your PO number from the first exercise in the text field
next to it. Again, to find it you may use F4 and helpful search criteria such as
vendor.(WEB USERS will need to look up PO number. When you find it on
the list, click the selection box and COPY.) Click on .
Your should have the 2 line items appear. Scroll to the right of the item detail
until you find the Jurisd. Code column. Enter TX0000000 for each item.
Click on .
If the transaction is entered correctly (in respect to Debits and Credits), we will
have a green light with a $0 balance. WEB
users go to next step if it is red, then you
should see it change to green.)
We want to view what the actual postings will look like in the general ledgers.
© SAP AG
Page 7
EXERCISE
It is here that we can ensure that the Debit/Credit posting is correct and that the
accounts are affected correctly. Use the
postings are correct.
button to see whether the
Press
(bottom left of simulation window) to save the invoice receipt.
The system will again create a unique
document number.
Click on the exit icon
© SAP AG
Invoice document
number
to return to the SAP Easy Access Menu.
Page 8
EXERCISE
MM 4: Post Payment to Vendor
Exercise Use the SAP Easy Access Menu to post a payment to a vendor.
Time 5 min
Task Issue a payment to Olympic Protective Gear to settle the Accounts Payable. A journal entry
is made to Accounts Payable for Olympic Protective Gear and to the bank checking account in
the G/L.
Name (Postion) Silvia Cassano (Accounts Payable Specialist)
To post a payment to a vendor, follow the menu path:
Menu path
Accounting ? Financial Accounting ? Accounts Payable ? Document
Entry ? Outgoing Payment ? Post
First, enter today’s date as Document Date. If needed, enter Company Code
US00 and Currency/Rate USD. In the Bank data field group, for Account use
F4 to find and select 100000 (Bank Account) and enter the amount you are
going to pay (5250.00).
In the Open item selection field group, search for the account number for your
Olympic Protective Gear (use search term ###) and populate it into the
Account field. All other settings remain unchanged. Make sure that your screen
looks like the one shown below.
today’s date
US00
USD
100000
5,250.00
###
100000
5250
© SAP AG
Page 9
EXERCISE
Select
. The following screen will appear.
If the Not Assigned field on the bottom of the screen is not equal 0.00 USD,
then double-click on your invoice amount (USD Gross). Then, the invoice
selected will turn blue. Review the Not assigned balance on the bottom of the
screen. Click on
to post your payment (WEB Click POST). Again, the
system creates a unique document number.
The Post Outgoing Payments screen is again blank, ready for another payment
to be entered. Click on the exit icon
to return to the SAP Easy Access Menu
and as no data will be lost accept the SAP warning message with Yes.
© SAP AG
Payment document
number
Yes
Page 10
EXERCISE
MM 5: Display Vendor Line Items
Exercise Use the SAP Easy Access Menu to display vendor line items.
Time 5 min
Task Display and confirm the activity and associated balance for the Accounts Payable for
Olympic Protective Gear. 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 Olympic Protective Gear.
Name (Postion) Shuyuan Chen (Chief Accountant)
To do this, follow the menu path:
Menu path
Accounting ? Financial Accounting ? Accounts Payable ? Account ?
Display/Change Line Items
In the Vendor field, search for the number for your Olympic Protective Gear
supplier (use search term ###). Enter US00 as Company Code and select All
items in the Line Item Selection section. Then, click on
EXECUTE. A
similar screen to the one shown below should appear.
###
US00
All items
You can see that all of the postings made to our vendor have been cleared.
Double-click on the Invoice Line (RE). Select
to view the G/L line items.
(WEB USERS Menu>Environment>Document Environment>Accounting
Documents)
RE
Click on
to go back to the invoice line items, and double-click on the
Vendor Payment Line (KZ). Select
to view the G/L line items.
KZ
Click on the exit icon
© SAP AG
three times to return to the SAP Easy Access Screen.
Page 11
EXERCISE
© SAP AG
Page 12
CASE STUDY
Sales and Distribution (SD)
Case Study
This case study explains an integrated sales and distribution process in
detail and thus fosters a thorough understanding of each process step and
underlying SAP functionality.
Product
MOTIVATION
PREREQUISITES
SAP ERP 6.08
Global Bike
The data entry requirements in the
sales & distribution exercises (SD
1 through SD 5) were minimized
because much of the data was
stored in the SAP system. This
stored data, known as master data,
simplifies the processing of
business transactions.
Before you use this case study, you
should be familiar with navigation in
the SAP system.
Level
Beginner
Focus
Sales and Distribution
Authors
Bret Wagner
Stefan Weidner
Version
3.0
In the sales order process, we
used master data for customers,
materials (the products we sold)
and pricing to simplify the sales
order process.
In this case study, we will create
the master data for a new
customer.
In order to successfully work through
this case study, it is not necessary to
have finished the SD exercises (SD 1
through SD 5). However, it is
recommended.
NOTES
This case study uses the Global Bike
(GBI) data set, which has exclusively
been created for SAP UA global
curricula.
Last Update
July 2016
© SAP SE
CASE STUDY
Process Overview
Learni …
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