Professional Documents
Culture Documents
Version
3.1
Last Update
July 2017
Process Overview
Learning Objective Understand and perform a financial accounting process. Time 65 min
Scenario In order to process a complete accounts payables process within
financial accounting you will take on different roles within the Global Bike
company. You will be working in the Finance Account (FI) department.
Employees involved Silvia Cassano (Accounts Payable Specialist)
Shuyuan Chen (Chief Accountant)
Clayton Bartolome (Fixed Assets Accountant)
Before you can post the account payables invoice, master data has to be maintained. Within the
Case Study you will create necessary accounts within the General Ledger and create the vendor.
Afterwards you will post the invoice and verify the changes on your accounts.
Since the posting is relevant to P&L-Statement you will review the impact on your Financial
Statement in the end.
Process description
Table of Contents
Process Overview ....................................................................................................................... 2
Step 1: Create Bank Account in General Ledger ..................................................................... 4
Step 2: Create Reconciliation Account in General Ledger...................................................... 6
Step 3: Create Expense Account in General Ledger ................................................................ 7
Step 4: Create Cost Element for Expense Account.................................................................. 8
Step 5: Create Vendor Master Record for Landlord ................................................................ 9
Step 6: Post Transfer of Funds to Alternate Bank Account .................................................. 10
Step 7: Review Transfer of Funds ........................................................................................... 12
Step 8: Create Invoice Receipt for Rent Expense .................................................................. 14
Step 9: Display and Review General Ledger Account Balances and Individual Line Items15
Step 10: Display and Review Accounts Payable Balances and Individual Line Items ....... 17
Step 11: Post Payment to Landlord ......................................................................................... 18
Step 12: Display and Review General Ledger Account Balances and Individual Line Items19
Step 13: Display and Review Accounts Payable Balances and Individual Line Items ....... 20
Step 14: Run Financial Statement ........................................................................................... 21
FI Challenge ............................................................................................................................. 23
In this case study we will create the master data that is involved in an Business Scenario
accounts payable process and pay our rental fee as an example. We start by
creating a bank account for outgoing payments to our vendor.
In the following screen, enter 10###5 (replace ### with your assigned 10###5
US00
number, e.g. 100125 if you have 012) as your G/L Account number and
US00 as Company Code.
Copy data from the Bank Account 100000 in Company Code US00 by 100000
choosing G/L account ► Create with reference and entering the necessary US00
Enter Bank ### as Short Text and Bank Account ### as G/L Acct Long Bank ###
Bank Account ###
Text. Again, replace ### with your assigned number. Then, click on
(Save).
Confirm with and return to the SAP Easy Access screen using .
Reconciliation Accounts connect the General Ledger with subledgers that are Business Scenario
maintained for customers, vendors etc. Direct manual posting to the
Reconciliation Accounts is not possible. Later we will create a new vendor
master record and assign the new Reconciliation Account to it.
In the following screen, enter 11###5 (replace ### with your assigned 11###5
US00
number) as your G/L Account number and US00 as Company Code.
Copy data from the Reconciliation Account 300000 in Company Code US00 300000
by choosing G/L account ► Create with reference and entering the US00
Enter Payables-Misc ### as Short Text and Payables-Miscellaneous ### as Payables-Misc ###
Payables-Miscellaneous
G/L Acct Long Text. Again, replace ### with your assigned number. Then, ###
click on (Save).
Confirm with and return to the SAP Easy Access screen using .
In the following screen, enter 75###5 (replace ### with your assigned 75###5
US00
number) as your G/L Account number and US00 as Company Code.
Copy data from the Bank Account 740300 in Company Code US00 by 740300
choosing G/L account ► Create with reference and entering the US00
Enter Rent Expense ### as Short Text and Rent Expense ### as G/L Rent Expense ###
Rent Expense ###
Acct Long Text. Again, replace ### with your assigned number. Then,
click on (Save).
Confirm the following screen with and return to the SAP Easy Access
screen using .
To create a new cost element, follow the menu path: Menu path
Enter 75###5 as Cost Element, choose the first of the current month as 75###5
First of the current
Valid From and enter Cost Element 740300 out of the NA00 Controlling month
Area under Reference. Compare with the screenshot below. 740300, NA00
Proceed with .
Enter Name Rent Expense ### and Rent Expense ### as Description. Rent Expense ###
Rent Expense ###
Then, click on to save your cost element.
The Chief Financial Officer has requested you create a new vendor account
for Cardinal Properties.
In the following screen, leave Vendor blank, enter Company Code US00, US00
KRED
and Account group KRED. Enter Vendor number 105### (replace ### with US00
your assigned number) and Company Code US00 in the Reference field.
Then click on .
In the Create Vendor: Address view, enter Cardinal Properties ### as Cardinal Properties ###
###
Name, Search term ###, Postal code 55347, City Eden Prairie, Country US, Eden Prairie
Region MN under Street Address. Make sure English is selected as language MN 55347, US
EN
and click on three times.
In the Create Vendor: Accounting information Account view, enter your 11###5
Recon. Account 11###5 under Accounting Information. Then, click on
In the Create Vendor: Payment transactions Accounting view, enter Pay 0001
Chk double inv.
Terms 0001, and select Chk double inv. Then, click on (Save).
Click on the exit icon to return to the SAP Easy Access screen.
If Company Code US00 is not displayed use the Menu Entry Edit ► Switch US00
company code (F7) to select your Global Bike Inc. In the Document Date
field, use F4 and Enter to select today’s date and choose USD as Currency. today’s date
USD
As Reference, enter your three-digit number (###) and as Doc.Header Text ###
Transfer of Funds.
On the first line, enter your Bank Account 10###5 as G/L acct, choose Debit 10###5
Debit
as D/C and enter 5000 as Amount in doc.curr. 5000
On the second line, enter 100000 (Bank Account) as G/L acct, choose Credit 100000
Credit
as D/C and enter 5000 as Amount in doc.curr. 5000
Click on (Back) once and accept any warning messages with Enter.
Then, click on (Post). The system will create a unique G/L account G/L account document
document number.
Click on the exit icon and acknowledge the warning message by choosing
– there will be no data lost. This brings you back to the SAP Easy
Access menu.
To display a G/L account document, follow the menu path: Menu path
Press Enter to go back to the Display Document: Data Entry View screen.
Then click on the exit icon to go back to the SAP Easy Access menu.
Enter your vendor number for Cardinal Properties (use the F4-Help with vendor number
today
search term ### if necessary), today as Invoice Date and $1,500 as Amount $1,500
of Invoice.
If your company code did not default in, select the following system menu
entry:
Edit ► Switch Company Code
US00
Then enter your company code.
Enter your Expense Account 75###5, D/C Debit, Document amount 1,500, 75###5
Debit
Invoice Cardinal Rent Expenses-### in the Text column and Cost center $1500
NAHR2###. Remember to replace ### with your assigned number. Invoice Cardinal Rent
Expenses ###
NAHR2###
Then click on .
Document #
1900000001
Click on the exit icon to return to the SAP Easy Access screen. Confirm
the warning with a click on .
To display ledger account balances, follow the menu path: Menu path
Enter Account number from 750005 to 759995, Company Code US00, and 75###5
US00
the current year as Fiscal Year. Then, click on to display balances. current year
Double click on month balance to see line items. You might see multiple of
the invoiced amount. Try to explain why.
____________________________________________________________
To achieve a better overview, you will remove unneeded columns from the
report. Start by clicking on , select the rows shown in the picture below
and click on .
Review the entries of your document. To do so, click in the line with your
invoice and press .
Keep clicking on the exit icon until you return to the SAP Easy Access
screen.
To display Accounts Payable balances, follow the menu path: Menu path
Enter your vendor number for Cardinal Properties, Company code US00, Vendor number
US00
and the current year as Fiscal Year. Then, click on to display balances. current year
You can see that the document status is open, meaning your vendor has not
been paid yet.
Click on the exit icon to return to the SAP Easy Access screen.
Enter current date as Document Date, your Bank Account 10###5, Amount Current date, 10###5
1500, Invoice HR-###
1500 and Invoice HR-### as text.
Under Open items selection, enter as Account your vendor number for Vendor number
Cardinal Properties (use the F4 help if necessary) and leave all other
settings unchanged.
When assignment has been made correctly the ‘Not assigned’ value on the
bottom should equal $0.00.
Click on the exit icon to return to the SAP Easy Access screen. Confirm
the warning with a click on .
To display G/L account balances, follow the menu path: Menu path
Enter your Account number 10###5, Company Code US00, and the current 10###5
US00
year as Fiscal Year. Then, click on . current year
Click on the exit icon to return to the SAP Easy Access screen.
To display Accounts Payable balances, follow the menu path: Menu path
Enter your vendor number using the F4 help with search term ###, Company Search term ###
US00
code US00, and select all items. Then, click on . all items
Verify details of Document #, Type, Amount and Comments. Notice that this
display gives you a different view of the vendor account. The first column
should indicate with the green square that the document is cleared.
Click on the exit icon to return to the SAP Easy Access screen.
Task Use the SAP menu to run a trial financial statement. Time 5 min
Short Description Run a trial financial statement.
Name (Position) Shuyuan Chen (Chief Accountant)
Enter Chart of accounts GL00, Company code US00, Financial statement GL00, US00
G###, current year
Version G###, and the current year as Reporting year. Choose ALV tree
control with the layout 1SAP for the list output. 1SAP
Depending on previously done exercises and case studies the value in your
statement will differ. You can find your bank account under Assets->Cash &
Cash Equivalents.
Click on the exit icon to return to the SAP Easy Access screen.
FI Challenge
Motivation: After you have successfully worked through the Financial Accounting case study,
you should be able to solve the following task on your own.
Scenario: The financial accounting system has now been tested without any errors. Therefore,
the corporate management has decided to convert the system into the production operation. As a
first order/request you should pay the new tool supplier Burgmeister Zubehör OHG. In order to
do that, you will create the cost element tool expenses. Subsequently, you will receive an invoice
for more than 3000€ from Burgmeister Zubehör OHG which has to be settled. You will review
the impact on the financial statement at the end.
Task Information Since this task is based on the Financial Accounting case study you can use it
as guidance. However, it is recommended that you solve it without any help in order to test your
acquired knowledge.