Jayda Hill_TRA 4202_CH3-02 Financial Accounting Process Execution_021824

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Chapter 03-02: Financial Accounting Process Execution PREREQUISITES 1. You should be familiar with navigation in SAP HANA 2. Completed Exercises Ch. 02-01 & 03-01 MOTIVATION In this exercise, you will do the following for the Financial Accounting processes: 1. Invest into GBI 2. View Account Balances 3. Purchase Supplies with Cash 4. Purchase Supplies via Payables – Misc. 5. Pay Rent PRODUCT SAP S/4HANA 1709 REVISED 03/21/2020 FOCUS Financial Accounting AUTHORS Simha R. Magal Jeff Word VERSION 1.4 MCC TESTED Date: 03/21/2020 System: MGL ACKNOWLEDGEMENT These are the GBI exercises developed by Simha R. Magal and Jeff Word. These exercises include concepts discussed in the book, Integrated Business Processes with ERP Systems (Epistemy Press, 2012).

Part 1 - Table of Contents Table of Contents Section 1.1: Invest into GBI .......................................................................................................................... 3 Section 1.2: View Account Balances ............................................................................................................ 5 Section 1.3: Purchase Supplies for Cash ...................................................................................................... 7 Section 1.4: Purchase Supplies via Payables – Misc ..................................................................................... 9 Section 1.5: Pay Rent ................................................................................................................................. 12 Chapter 03: FI Process Execution Page 3 of 29 © 2020 Epistemy Press, LLC. Invest into GBI (I) View Account Balances (II) Purchase Supplies with Cash (III) Purchase Supplies via Payables - Misc. (IV) Pay Rent (V)

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In this section, an outside investor invests $60,000 into 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 to GBI’s Bank Account within the SAP system. Step: 1.1.1: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Accounting  Financial Accounting  General Ledger  Document Entry  Enter G/L Account Document 1: What is the transaction code to post a journal entry? FB50   You may be required to enter in your company code.  If you are not asked to enter in your company code and the transaction does not say your company code at the top of the screen, you can change the current company code to yours by clicking Switch Company Code . Step: 1.1.2: In the “Enter G/L Account Document: Company Code US##” screen, enter the following information: Chapter 03: FI Process Execution Page 4 of 29 © 2020 Epistemy Press, LLC. Section 1.1: Invest into GBI Invest into GBI (I) View Account Balances (II) Purchase Supplies with Cash (III) Purchase Supplies via Payables - Misc. (IV) Pay Rent (V)

Attribute Description Data Value Document Date Date on which the original document was issued Today’s Date Posting Date Date which is used when entering the document in Financial Accounting or Controlling. Today’s Date Chapter 03: FI Process Execution Page 5 of 29 © 2020 Epistemy Press, LLC.

Step: 1.1.3: At the bottom of the screen, enter the following information: Attribute Description Data Entry G/L acct The G/L account to which the transaction figures are updated Your Bank Account D/C Shows on which side of the account transactions are updated. Debit Amount in doc. Curr. Line item amount in document currency 60000 Next Line G/L acct The G/L account to which the transaction figures are updated Your Common Stock D/C Shows on which side of the account transactions are updated. Credit Amount in doc. Curr. Line item amount in document currency 60000 Step: 1.1.4: Press Enter .  Notice the status light will turn to green when done correctly. Step: 1.1.5: Click Post .  Make sure you click POST. DO NOT click PARK .  You will receive a message that says “Document was posted in company code US##” Chapter 03: FI Process Execution Page 6 of 29 © 2020 Epistemy Press, LLC.

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2: What is the Accounting Document number? 100000004  3: What type of document is this? G/L account document   Hint: View the top of the screen for the type of document. Chapter 03: FI Process Execution Page 7 of 29 © 2020 Epistemy Press, LLC.

In this section, you will view the account balance of the posting you have made in the previous section. Step: 1.1.6: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Accounting  Financial Accounting  General Ledger  Account  Display Balances 4: What is the Transaction Code to view account balances?  Step: 1.1.7: In the “G/L Account Balance Display” screen, enter the following information: Attribute Description Data Value Account Number G/L Account Number Your Bank Account Company Code Organizational unit within financial accounting US## Fiscal Year Financial Statement year The Current Year Step: 1.1.8: Click Execute . Chapter 03: FI Process Execution Page 8 of 29 © 2020 Epistemy Press, LLC. Invest into GBI (I) View Account Balances (II) Purchase Supplies with Cash (III) Purchase Supplies via Payables - Misc. (IV) Pay Rent (V) Section 1.2: View Account Balances

5: What is the General Ledger account number for Your Bank Account? 100000  6: What is the account document currency? USD  7: What is the current balance for Your Bank Account? 69,000  Step: 1.1.9: In the “Balance Display: G/L Accounts for the Ledger 0L” screen, double-click on the total cumulative balance  Cumulative Balance is at the bottom right under the “Cumulative balance” column.  The following screen lists all the transactions for the selected month. The “DocumentNo.” column breaks down all the changes in your Bank Account by separate transactions. Step: 1.1.10: In the “G/L Account Line Item Display G/L View” screen, select the only document within the chart by placing a check mark in the box next to your document. Step: 1.1.11: Click Display . Step: 1.1.12: In the “Display Document: Line Item 1” screen, click “Call Up Document Overview” .  Pressing on the F9 key will also call up the document overview. This screen displays the journal entry you just created. The column titled “Key” is the Posting Key field. The Posting Key describes the type of transaction (expense, credit memo, stock initial entry, etc.) that is entered into a line item during accounting document creation. Chapter 03: FI Process Execution Page 9 of 29 © 2020 Epistemy Press, LLC.

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8: How many accounts are being affected within this transaction? 2  9: Which period did this transaction take place in? 10  10: What does Posting Key 40 Stand for? debit entry  11: What does Posting Key 50 Stand for? credit entry  12: What account is being debited? bank account  13: What account is being credited? common stock account  Chapter 03: FI Process Execution Page 10 of 29 © 2020 Epistemy Press, LLC.

In this section, you purchase supplies. This transaction is a cash transaction, therefore GBI will not assume liability.  You will receive warning messages that says your document date is in the future or in the past. Refer to the Chapter 2 exercise information regarding warning messages. Step: 1.1.13: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Accounting  Financial Accounting  General Ledger  Document Entry  Enter G/L Account Document 14: What is the Transaction Code to purchase supplies with cash? FB50  Step: 1.1.14: In the “Enter G/L Account Document: Company Code US##” screen. Enter the following information: Attribute Description Data Entry Document Date Date on which the original document was issued 20 th of the Current Month Posting Date Date which is used when entering the document in Financial Accounting or Controlling. 20 th of the Current Month Step: 1.1.15: At the bottom of the screen, enter the following information: Chapter 03: FI Process Execution Page 11 of 29 © 2020 Epistemy Press, LLC. Invest into GBI (I) View Account Balances (II) Purchase Supplies with Cash (III) Purchase Supplies via Payables - Misc. (IV) Pay Rent (V) Section 1.3: Purchase Supplies for Cash

 You will need to scroll to the right to find the Cost Center input field. Look for your administration costs by using your company code. Attribute Description Data Entry G/L acct Number of the G/L account to which the transaction figures are updated. Your Supplies Expense D/C Shows on which side of the account the transaction figures are updated. Debit Amount in doc. Curr Line item amount in document currency 500 Cost center Key uniquely identifying a cost center Your Admin Costs Next Line G/L acct Number of the G/L account to which the transaction figures are updated. Your Bank Account D/C Shows on which side of the account the transaction figures are updated. Credit Amount in doc. Curr Line item amount in document currency 500 Cost center Key uniquely identifying a cost center (Leave Blank) Step: 1.1.16: Press Enter.  A yellow warning message may occur about a future date or past date. If this should happen, press enter to continue. Keep this in mind for the following steps and sections of this exercise. Step: 1.1.17: Click Post to Post the Document.  DO NOT Click Park .  You will receive a message that says, “Document was posted in company code US##” Chapter 03: FI Process Execution Page 12 of 29 © 2020 Epistemy Press, LLC.

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15: What is the Accounting Document number? 100000001  Step: 1.1.18: Review the pervious section to view your account balances for your Supplies Expense and your Bank Account to answer the following questions: 16: What is the General Ledger account number for your Supplies Expense? 740000  17: What is the General Ledger account number for your Bank Account? 100000  18: What is the Posting Key for your Supplies Expense? Debit  19: What is the Posting Key for your Bank Account? Credit  Chapter 03: FI Process Execution Page 13 of 29 © 2020 Epistemy Press, LLC.

In this section, GBI purchases supplies via payables-miscellaneous and then pays for them later from its bank. This is a two-step process: receive the supplies and pay for them later.  You may receive warning messages that say either your document date is in the future or in the past. Refer to the Chapter 2 exercise information regarding warning messages. Step: 1.1.19: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Accounting  Financial Accounting  General Ledger  Document Entry  Enter G/L Account Document 20: A) What is the transaction code to purchase supplies via payables-misc.? FB50  Step: 1.1.20: In the “Enter G/L Account Document: Company Code US##” screen, enter the following information: Attribute Description Data Value Document Date Date on which the original document was issued 10 th of the Current Month Posting Date Date which is used when entering the document in 10 th of the Current Month Chapter 03: FI Process Execution Page 14 of 29 © 2020 Epistemy Press, LLC. Section 1.4: Purchase Supplies via Payables – Misc. Invest into GBI (I) View Account Balances (II) Purchase Supplies with Cash (III) Purchase Supplies via Payables - Misc. (IV) Pay Rent (V)

Financial Accounting or Controlling. Step: 1.1.21: At the bottom of the screen, enter the following information: Attribute Description Data Value G/L acct Number of the G/L account to which the transaction figures are updated. Your Supplies Expense D/C Shows on which side of the account the transaction figures are updated. Debit Amount in doc. curr. Line item amount in document currency 500 Cost center Key uniquely identifying a cost center Your Admin Costs Next Line G/L acct Number of the G/L account to which the transaction figures are updated. Your Payables-Misc. D/C Shows on which side of the account the transaction figures are updated. Credit Amount in doc. curr. Line item amount in document currency 500 Cost center Key uniquely identifying a cost center (leave blank) 20: B) What is the cost center for Your Marketing Costs? FB00  Step: 1.1.22: Press Enter. Step: 1.1.23: Click Post .  You will receive a message that says, “Document was posted in company code US##” Chapter 03: FI Process Execution Page 15 of 29 © 2020 Epistemy Press, LLC.

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21: What is the Accounting Document number? 100000002  Step: 1.1.24: Refer to a previous exercise on how to review account balances. Review your Supplies Expense and your Payables-Misc. Account to answer the following questions for this exercise. 22: What is the General Ledger account number for your Supplies Expense? 740000  23: What is the General Ledger account number for your payables-miscellaneous? 300200  24: What is the Posting Key for your Supplies Expense? debit  25: What is the Posting Key for your payables-miscellaneous? credit  26: Which period did this transaction take place in? 3  Step: 1.1.25: Refer previously on how to get back to posting an accounting document to your general ledger. Step: 1.1.26: In the “Enter G/L Account Document: Company Code US##” screen, enter the following information: Attribute Description Data Value Document Date Date on which the original document was issued 15 th of the Current Month Posting Date Date which is used when entering the document in Financial Accounting or Controlling. 15 th of the Current Month Chapter 03: FI Process Execution Page 16 of 29 © 2020 Epistemy Press, LLC.

Step: 1.1.27: At the bottom of the screen, enter the following information: Attribute Description Data Value G/L acct Number of the G/L account to which the transaction figures are updated. Your Payables-Misc. D/C Shows on which side of the account the transaction figures are updated. Debit Amount in doc. curr. Line item amount in document currency 500 Next Line G/L acct Number of the G/L account to which the transaction figures are updated. Your Bank Account D/C Shows on which side of the account the transaction figures are updated. Credit Amount in doc. curr. Line item amount in document currency 500 Step: 1.1.28: Press Enter. Step: 1.1.29: Click Post .  You will receive a message that says, “Document was posted in company code US##” 27: What is the Accounting Document number? 100000004  Step: 1.1.30: Refer to a previous exercise on how to review account balances. Review your payables- misc. account and your Bank Account to answer the following questions for this exercise. Chapter 03: FI Process Execution Page 18 of 29 © 2020 Epistemy Press, LLC.

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28: What is the Posting Key for your Bank Account? Credit  29: What is the Posting Key for your payables-miscellaneous? Debit  30: Which period did this transaction take place in? 3  Chapter 03: FI Process Execution Page 19 of 29 © 2020 Epistemy Press, LLC.

In this section, GBI pays the rent on its building for the current month and prepays the rent for the following two months. You must record this transaction in GBI’s books. 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 using 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 of the year. The second part of this exercise section simulates the journal entry that will be made the following month when GBI’s rent payment is due. The bank does not receive the payment when you prepay rent, the landlord does. The reason that prepaid rent is debited is because of the matching principle in accounting. The prepaid account is credited when the expense is accrued.  You will receive warning messages that say either your document date is in the future or in the past. Refer to the Chapter 2 exercise information regarding warning messages. Step: 1.1.31: In the “SAP Easy Access” screen, follow the navigation path below: Navigation SAP Easy Access Menu  Accounting  Financial Accounting  General Ledger  Document Entry  Enter G/L Account Document 31: What is the transaction code to pay rent? FB50  Chapter 03: FI Process Execution Page 20 of 29 © 2020 Epistemy Press, LLC. Section 1.5: Pay Rent Invest into GBI (I) View Account Balances (II) Purchase Supplies with Cash (III) Purchase Supplies via Payables - Misc. (IV) Pay Rent (V)

Step: 1.1.32: In the “Enter G/L Account Document: Company Code US##” screen. Enter the following information: Attribute Description Data Value Document Date Date on which the original document was issued Last Day of the Current Month Posting Date Date which is used when entering the document in Financial Accounting or Controlling. Last Day of the Current Month Chapter 03: FI Process Execution Page 21 of 29 © 2020 Epistemy Press, LLC.

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Step: 1.1.33: At the bottom of the screen, enter the following information: Attribute Description Data Value G/L acct Number of the G/L account to which the transaction figures are updated. Your Prepaid Rent D/C Shows on which side of the account the transaction figures are updated. Debit Amount in doc. curr. Line item amount in document currency 10000 Cost center Key uniquely identifying a cost center (Leave Blank) Next Line G/L acct Number of the G/L account to which the transaction figures are updated. Your Rent Expense D/C Shows on which side of the account the transaction figures are updated. Debit Amount in doc. curr. Line item amount in document currency 5000 Cost center Key uniquely identifying a cost center Your Admin Cost Next Line G/L acct Number of the G/L account to which the transaction figures are updated. Your Bank Account D/C Shows on which side of the account the transaction figures are updated. Credit Amount in doc. curr. Line item amount in document currency 15000 Cost center Key uniquely identifying a cost center (Leave Blank) Step: 1.1.34: Press Enter. Chapter 03: FI Process Execution Page 22 of 29 © 2020 Epistemy Press, LLC.

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Step: 1.1.35: Click Post .  You will receive a message that says, “Document was posted in company code US##” 32: A) What is the Accounting Document number? 100000006  B) Compare question number 31 with question number 20 and briefly explain as to why you are using a same T-code for two different questions. the code can serve for multiple different functions/actions   Step: 1.1.36: Refer to a previous exercise on how to review account balances. Review your prepaid rent, your rent expense, and your Bank Account to answer the following questions for this exercise. 33: What is the General Ledger account number for your prepaid rent? 215000  34: What is the General Ledger account number for your rent expense? 740300  Step: 1.1.37: Refer previously on how to get back to posting an accounting document to your ledger. Chapter 03: FI Process Execution Page 23 of 29 © 2020 Epistemy Press, LLC.

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Step: 1.1.38: In the “Enter G/L Account Document: Company Code US##” screen, enter the following information: Attribute Description Data Value Document Date Date on which the original document was issued Last Day of Next Month Posting Date Date which is used when entering the document in Financial Accounting or Controlling. Last Day of Next Month Step: 1.1.39: At the bottom of the screen, enter the following information: Attribute Description Data Value G/L acct Number of the G/L account to which the transaction figures are updated. Your Rent Expense D/C Shows on which side of the account the transaction figures are updated. Debit Amount in doc. curr. Line item amount in document currency 5000 Cost center Key uniquely identifying a cost center Your Admin Costs Next Line G/L acct Number of the G/L account to which the transaction figures are updated. Your Prepaid Rent D/C Shows on which side of the account the transaction figures are updated. Credit Amount in doc. curr. Line item amount in document currency 5000 Cost center Key uniquely identifying a cost center (leave blank) Step: 1.1.40: Press Enter. Chapter 03: FI Process Execution Page 24 of 29 © 2020 Epistemy Press, LLC.

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Step: 1.1.41: Click Post .  You will receive a message that says, “Document was posted in company code US##” 35: What is the Accounting Document number? 100000007  Chapter 03: FI Process Execution Page 25 of 29 © 2020 Epistemy Press, LLC.

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1: What is the transaction code to post a journal entry? FB50  2: What is the Accounting Document number? 100000004  3: What type of document is this? G/L account document  4: What is the Transaction Code to view account balances?  5: What is the General Ledger account number for your Bank Account? 100000  6: What is the account document currency? USD  7: What is the current balance for your Bank Account? 69,000  8: How many accounts are being affected within this transaction? 2  9: Which period did this transaction take place in? 10  10: What does Posting Key 40 stand for? debit entry  11: What does Posting Key 50 stand for? credit entry  12: What account is being debited? bank account  13: What account is being credited? common stock account  14: What is the Transaction Code to purchase supplies with cash? FB50  Chapter 03: FI Process Execution Page 27 of 29 © 2020 Epistemy Press, LLC.

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15: What is the Accounting Document number? 100000001  16: What is the General Ledger account number for your Supplies Expense? 740000  17: What is the General Ledger account number for your Bank Account? 100000  18: What is the Posting Key for your Supplies Expense? Debit  19: What is the Posting Key for your Bank Account? Credit  20: A)What is the transaction code to purchase supplies via payables–misc.? FB50  B) What is the cost center for Your Marketing Costs? FB00  21: What is the Accounting Document number? 100000002  22: What is the General Ledger account number for your Supplies Expense? 740000  23: What is the General Ledger account number for your payables-miscellaneous? 300200  24: What is the Posting Key for your Supplies Expense? debit  25: What is the Posting Key for your payables-miscellaneous? credit  26: Which period did this transaction take place in? 3  27: What is the Accounting Document number? 100000004  28: What is the Posting Key for your Bank Account? Credit  Chapter 03: FI Process Execution Page 28 of 29 © 2020 Epistemy Press, LLC.

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29: What is the Posting Key for your payables-miscellaneous? Debit  30: Which period did this transaction take place in? 3  31: What is the transaction code to pay rent? FB50  32: A) What is the Accounting Document number? 100000006  B) Compare question number 31 with question number 20 and briefly explain as to why you are using a same T-code for two different questions. 100000006  33: What is the General Ledger account number for your prepaid rent? 215000  34: What is the General Ledger account number for your rent expense? 740300  35: What is the Accounting Document number? 100000007  Chapter 03: FI Process Execution Page 29 of 29 © 2020 Epistemy Press, LLC.

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Jayda Hill_TRA 4202_CH3-02 Financial Accounting Process Execution_021824

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