Chapter 5 – Accounting

Financial Accounting and Controlling (FI and CO)

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Chapter 5: Accounting/Controlling (FI/CO)
EXERCISE FI/CO01: CREATE GENERAL LEDGER B/S ACCOUNT
In this exercise you will create a bank account in your general Ledger to be added to your chart of accounts
and company code.
Accounting  Financial Accounting  General Ledger  Master Records  G/L Accounts 
Individual Processing  Centrally
1. G/L Account:
10000_ _ _
2. Company Code:
F_ _ _
➢
(CREATE)
Type/Description TAB:
3. G/L Account Type:
Balance Sheet Account
4. Account Group:
Balance sheet accounts
5. Short Text:
Bank_ _ _
6. G/L Acct Long Text:
Bank_ _ _
Control Data TAB:
7. Account currency:
United States Dollar
Value: 1._____________
8. Balances in Local Crcy Only
9. Sort key:
Posting date
Value: 2._____________
Create/bank/interest TAB:
10. Field status group:
➢
➢
General Balance Sheet Accounts Value: 3._____________
(SAVE)
Back to SAP Easy Access Menu
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EXERCISE FI/CO02: CREATE GENERAL LEDGER GR/IR ACCOUNT
This account is used for invoice verification.
Accounting  Financial Accounting  General Ledger  Master Records  G/L Accounts 
Individual Processing  Centrally
1. G/L Account:
31000_ _ _
2. Company Code:
F_ _ _
➢
(CREATE)
Type/Description TAB:
3. G/L Account Type:
Balance Sheet Account
4. Account Group:
Balance sheet accounts
5. Short Text:
GR/IR-_ _ _
6. G/L Acct Long Text:
Goods Receipt/Invoice Receipt-_ _ _
Control Data TAB:
7. Account currency:
United States Dollar
Value: 4._____________
8. Balances in Local Crcy Only
9. Tax Category:
All tax types allowed
Value: 5._____________
10. Posting without tax allowed:
11. Open Item Management:
12. Sort key:
Posting date
Value: 6._____________
Create/bank/interest TAB:
13. Field status group:
Material management GR/IR Accounts
Value: 7._____________
14. Post Automatically Only:
➢
➢
(SAVE)
Back to SAP Easy Access Menu
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EXERCISE FI/CO03: CREATE RENT EXPENSE P/L ACCOUNT
A rent expense account is to be created in your chart of accounts using a reference account already
existing in the chart of accounts. Using a reference account copies much of the detail data from the
reference account to the account being created thus saving time making repetitive entries and increasing
the accuracy of data entry for those data items that do not have to be edited for the new account.
Accounting  Financial Accounting  General Ledger  Master Records  G/L Accounts 
Individual Processing  Centrally
1. G/L Account:
78000_ _ _
2. Company Code:
F_ _ _
3. Click
4. G/L Account:
70000000
5. Company Code:
F_ _ _
➢
(ENTER)
6. Short Text:
Rent Expense_ _ _
7. G/L Acct Long Text:
Rent Expense – Your Last Name
8. All other settings remain unchanged
➢
➢
(SAVE)
Back to SAP Easy Access Menu
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EXERCISE FI/CO04: CREATE UTILITIES P/L ACCOUNT
Like the rent expense account in FI/CO03, a utilities expense account is to be created in your chart of
accounts using a reference account. As a reminder, using a reference account copies much of the detail
data from the reference account to the account being created thus saving time making repetitive entries
and increasing the accuracy of data entry for those data items that do not have to be edited for the new
account.
Accounting  Financial Accounting  General Ledger  Master Records  G/L Accounts 
Individual Processing  Centrally
1. G/L Account:
75000_ _ _
2. Company Code:
F_ _ _
3. Click
4. G/L Account:
70000000
5. Company Code:
F_ _ _
Hint: When looking up the Labor account, use the G/L account description in chart of accounts
TAB
➢
(ENTER)
6. Short Text:
Utilities_ _ _
7. G/L Acct Long Text:
Utilities – Your Last Name
8. All other settings remain unchanged
➢
➢
(SAVE)
Back to SAP Easy Access Menu
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EXERCISE FI/CO05: RUN GL ACCOUNTS REPORT
This report will give you a summary of all accounts assigned to your company code.
Information Systems  General Report Selection  Financial Accounting  General Ledger
Reports  Master Data  G/L Account List  SAP Minimal Variant
1. Company code:
➢
F_ _ _
(EXECUTE) on the right bottom
2. Review the list of accounts
PRINT THE SCREEN (IF
REQUIRED BY YOUR INSTRUCTOR). See example screenshot below
3. Scroll down to your bank account and
for G/L Acct 10000500. Find your bank account.
Continued on next page
PRINT THE SCREEN (IF
REQUIRED BY YOUR INSTRUCTOR). See example screenshot
4. Scroll down to your Utilities account and
below for G/L Acct 75000500. Find your sales discount account.
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➢
Back to SAP Easy Access Menu
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EXERCISE FI/CO06: CREATE VENDOR MASTER RECORD
Flya Kite has rented new office space. The accountant in charge is requested to create a new vendor
account for the real estate company.
Logistics  Advanced Planning  Master Data  Resource  Processor  Maintain Business
Partner
➢ Select
1. Grouping:
SHSU BP Number Grouping
2. Create in BP role: Business Partner (Gen.)
➢
(ENTER)
Address TAB:
3.
4.
5.
6.
7.
8.
9.
Name:
Search term:
Postal Code:
City:
Country:
Region:
Language:
Ross’ Rockin Rentals_ _ _
______________ (your own creation, such as your user number)
54321
______________ (your own creation)
USA
Value: 8.____________
Texas
Value: 9._____________
English
10. Click on the More fields
button located on the right side of the Street Address section
11. Tax Jurisdictn:
TX0000000
➢
(ENTER)
➢
➢ Click
(SAVE)
12. Change in BP role:
FI Vendor [will change to FI Vendor (New)]
➢ Select
Vendor: Account Management TAB:
13. Reconciliation acct:
Your Accounts Payable Recon. Account
Vendor: Payment Transactions TAB:
14. Payment terms:
Payable immediately Due net
Value: 10.____________
Value: 11.____________
15. Check Double Invoice:
16.
(ENTER)
➢
(SAVE)
17. Record the Vendor Account no.
Value: 12.____________
(Business Partner number, such as 105)
➢
Back to SAP Easy Access Menu
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EXERCISE FI/CO07: G/L DOCUMENT ENTRY
You receive the utility bill for the month for the plant and it must be paid immediately. The bill is for $1,000.
The expense must be recorded in the general ledger. It will be initially charged to the administration cost
center and charged out in a later exercise to manufacturing cost centers.
Accounting  Financial Accounting  General Ledger  Document Entry  Enter G/L Account
Document
1. Document Date:
Today’s date
2. Currency:
USD
3. Company Code:
F_ _ _
4. G/L acct:
Your Utilities Account
5. D/C:
Debit
6. Amount in doc.curr.:
1000
7. Cost center:
Administration
Value: 13.____________
Value: 14.____________
Value: 15.____________
On Next Line Enter:
8. G/L acct:
Bank_ _ _
9. D/C:
Credit
10. Amount in doc.curr.:
1000
➢
Value: 16.____________
(ENTER)
Note at the top right of the screen that total debits equal total credits
Continued on next page
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11. Use the
button to see if the postings are correct in amount and to the correct accounts –
see example below
➢
(POST) (Do NOT use either of these buttons
)
12. Record the document number. Value: 17.____________________________________
➢
Back to SAP Easy Access menu – select ‘Yes’ to the pop-up message about “Data will be lost.”
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EXERCISE FI/CO08: DISPLAY ACCOUNT BALANCES (OR LINE ITEMS)
Accounting  Financial Accounting  General Ledger  Account 
Display Balances
1. Account Number: Your Utilities Account
2. Company Code:
F_ _ _
3. Fiscal Year:
Current year
➢
Value: 18.____________
Value: 19.____________
(EXECUTE)
4. Examine the line items – yours should look similar to that shown below, with your activity happening in
the month in which you performed the previous exercise
Continued on next page
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5. Double-click on the line item of the current period. The resulting screen displays the G/L View, with a
reference to your document number from FI/CO08.
6. Double-click on the document number. The resulting pop-up screen displays key aspects of the
transaction. Scroll to the bottom to note your username as the one who entered the transaction.
7. PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR) (FIRST MOVE THE POP-UP SCREEN TO
THE BOTTOM SO THE SCREEN BEHIND CAN BE VIEWED
IN YOUR SCREEN CAPTURE, AS WELL)
8. Click
➢
to continue.
Back three times to the SAP Easy Access menu
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EXERCISE FI/CO09: POST VENDOR INVOICE
Ross’ Rockin Rentals_ _ _ has sent the invoice for the first month’s rent of $350. Please post the invoice
using the general ledger accounts you have created in your company code.
Ross’ Rockin Rentals_ _ _
INVOICE #123
CURRENT Month Rent
Total
$350.00
Thank you
Accounting  Financial Accounting  Accounts Payable  Document Entry  Invoice
1. Vendor:
2. Invoice date:
3. Amount:
Ross’ Rockin Rentals_ _ _
Today’s date
4. G/L acct:
5. D/C:
6. Amount in doc.curr.:
7. Cost center:
Your Rent Expense Account
Debit
Value: 20.____________
Value: 21.____________
350
If your Company Code did not default in, Select Edit  Set Company Code and enter yours.
➢
350
Administration
Value: 22.____________
Value: 23.____________
(ENTER)
Note that the balance shown in the top right of the screen is zero, meaning that the invoice amount
equals the amount(s) distributed to general ledger account(s) selected
Continued on next page
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8. Use the
button to see if the postings are correct in amount and to the proper accounts.
See below for example.
➢
(POST) (Do NOT use either of these buttons
)
9. Record the document no. Value: 24._________________________________
➢
Back to SAP Easy Access menu – select ‘Yes’ to the pop-up message about “Data will be lost.”
INSTRUCTOR NOTE: USE OBC4 TO CHANGE THE DEFAULT FIELD STATUS SETTING FOR PAYMENT TERMS
FROM SUPPRESSED TO OPTIONAL IF THE PAYMENT TERMS FIELD IS NOT AVAILABLE
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EXERCISE FI/CO10: DISPLAY ACCOUNT BALANCES (AND/OR LINE ITEMS)
Accounting  Financial Accounting  General Ledger  Account 
Display Balances
1. Account Number: Your Rent Expense Account
2. Company Code:
F_ _ _
3. Fiscal Year:
Current year
Value: 25.____________
Value: 26.____________
➢
(EXECUTE)
4. Double-click on the line item of the current period. The resulting screen displays the G/L View, with a
reference to your document number from FI/CO10.
5. Double-click on the document number. The resulting pop-up screen displays key aspects of the
transaction. Scroll to the bottom to note your username as the one who entered the transaction. Close
the pop-up screen.
To Display the Vendor account balance and line item
6. Create another session by clicking
button or (
System New GUI Window)
Top Menu Bar
Accounting  Financial Accounting  Accounts Payable  Account  Display Balances
7. Vendor:
8. Company code:
9. Fiscal year:
➢
Ross’ Rockin Rentals_ _ _
Value: 27.____________
F_ _ _
Current year
Value: 28.____________
(EXECUTE)
10. Double click on period balance to see document detail – see next page for example
Continued on next page
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Note the document number on your screen. It is the same as that noted in step 4 of this exercise, as
well as that noted in FI/CO10. You can click on the line and find out more information about the
document, such as the user who recorded it. The current screen shows the accounts payable side of
the entry from FI/CO10 while the first session shows the rent expense side of the entry.
11.
PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR)
Feel free to use Alt + Tab to switch back and forth between the two sessions, seeing each side of the
transaction
➢ In second session,
back three times to SAP Easy Access Menu and leave the session open
➢ Switch to first session and
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back three times to SAP Easy Access Menu
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EXERCISE FI/CO11: POST OUTGOING PAYMENT
The invoice of Ross’ Rockin Rentals_ _ _ is now due for payment. You are requested to clear the invoice
amount by posting an outgoing payment using the bank account (no. 10000_ _ _) in your chart of accounts.
Accounting  Financial Accounting  Accounts Payable  Document Entry 
Outgoing Payment  Post
1. Document Date: Today’s date
2.
3.
4.
5.
Value: 29.____________
Bank data:
Account:
Bank_ _ _
Amount:
350
Text:
Invoice #??? (the number in FI/CO09)
Open item selection:
Account:
Ross’ Rockin Rentals_ _ _
Value: 30.____________
Value: 31.____________
6. All other settings remain unchanged
7. Select
8. Double click on the USD Gross amount to be assigned (may not be required if there was only one open
item to be processed)
9. Check that the “Not assigned” balance is zero
➢
(POST)
10. Record the document no._
Value: 32.______________________
Go back to the other session you have open (Alt + Tab) or open one if you do not have another one open
by clicking
Accounting  Financial Accounting  Accounts Payable  Account  Display/Change Line Items
Enter the following information:
11. Vendor account:
Ross’ Rockin Rentals_ _ _
12. Company code:
F_ _ _
13. Select
Cleared items
Value: 33.____________
➢
(EXECUTE)
Your resulting screen should look similar to that shown on the next page
Continued on next page
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Your document numbers should agree to yours from this exercise and FI/CO10. You can click on either
document number to find out more information about the document, such as the user who recorded it.
Note that the balance has been paid.
14.
PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR)
➢ In second session,
back three times to close the session
➢ In first session,
back to SAP Easy Access Menu – select ‘Yes’ to the pop-up message about “Data
will be lost.”
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EXERCISE FI/CO12: POST OUTGOING PAYMENT
The invoice of Toys-We-B_ _ _ (entered in the MM exercises) is now due for payment. You are requested
to clear the invoice amount by posting an outgoing payment using the bank account (no. 10000_ _ _) in
your chart of accounts.
Accounting  Financial Accounting  Accounts Payable  Document Entry 
Outgoing Payment  Post
1. Document Date: Today’s date
Bank Data:
2. Account:
Bank_ _ _
3. Amount:
The invoice amount from MM12
4. Text:
Invoice #??? from MM12
Open item selection:
5. Account:
Toys-We-B_ _ _
6. All other settings remain unchanged
Value: 34.____________
Value: 35.____________
Value: 36.______________
7. Select
8. Examine the “Not assigned” balance at the bottom. If balance is other than zero, double click on
amount under USD Gross to apply. Ensure full amount is applied.
➢
(SAVE)
9. Record the document no. Value: 37._______________________
➢
Back to SAP Easy Access menu – select ‘Yes’ to the pop-up message about “Data will be lost.”
Accounting  Financial Accounting  Accounts Payable  Account  Display/Change Line Items
Enter the following information:
10. Vendor account:
11. Company code:
12. Select
➢
Toys-We-B_ _ _
F_ _ _
Cleared items
Value: 38.______________
(EXECUTE)
13. Review for Open items
The screen should show that the invoice has been paid (the first line item entry), referring to your document
number from above. The second line item is from when you recorded the invoice in Exercise MM12. Note
the document number for that line and compare it to the document number from your second screenshot
from completing Exercise MM12. You can click on either document number to find out more information
about the document, such as the user who recorded it.
➢
Back twice to SAP Easy Access menu
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EXERCISE FI/CO13: RECEIVE PAYMENT FROM CUSTOMER
A sale to a Crosby Trinkets_ _ _ was processed and billed in the Sales Logistics system. That customer
has received the invoice and now sends you payment. The payment will be posted to the customer’s
account.
Accounting  Financial Accounting  Accounts Receivable  Document Entry 
Incoming Payments
1. Document Date:
Today’s date
2. Company Code:
F_ _ _
Value: 39.____________
Bank Data:
3. Account:
Bank_ _ _
4. Amount:
The amount billed in SD17
Value: 40.____________
Open Item Selection:
5. Account:
Crosby Trinkets_ _ _
Value: 41.____________
6. Select
7. If “Not assigned” balance is not equal to 0.00, then double click on the USD Gross amount until the “Not
assigned” balance equals 0.00
➢
(SAVE)
8. Record the document number for this posting Value: 42.________________
➢
Back to SAP Easy Access Menu – select ‘Yes’ to the pop-up message about “Data will be lost.”
Logistics  Sales and Distribution  Sales  Inquiry  Display
9. Enter your inquiry number (from the sale in SD11 to Crosby Trinkets_ _ _)
10.
Top Menu Bar
Environment  Display document flow
The resulting screen (see example on next page) shows the audit trail from the original customer
inquiry through the accounting document. Note that the invoice has “cleared”, which means it has been
paid by the customer
Continued on next page
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Go back and compare your screen to the screenshot you took when performing Exercise SD20, step 2.
That screenshot shows the accounting document for the invoice as “Not cleared”. The second bullet
under SD20, step 11 states that “Not cleared” means collection has not occurred.
11.
PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR)
The collection on the invoice can be viewed via the Line Item Display, similar to what was done in
exercises FI/CO11 through 13 when looking at the Line Item Display of certain vendor invoices (except
in this particular situation, you are selecting Accounts Receivable and not Accounts Payable).
You are encouraged to refer to instructions in prior exercises and modify to provide the Customer Line
Item Display that shows customer collection in this exercise. Feel free to analyze the data throughout
the audit trail.
➢
Back twice to SAP Easy Access Menu
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EXERCISE FI/CO14: CREATE DISTRIBUTION CYCLE
Distribution accomplishes the charging of primary costs from a collection cost center to all of the cost
centers that benefit from the incurrence of that primary cost. Periodically, usually at the end of the month,
the primary cost element will be allocated (charged) to the receiving cost objects. The distribution process
distributes the balance(s) from the original sender(s) to the receivers. The original sender account is
credited, and the original receiver account is debited by the distribution. In this manner the distributed
primary cost retains its identity in the receiving cost object’s expense list.
In this exercise, you will distribute your rent expense that you recorded in total to administration to finance,
human resources, sales, marketing, purchasing and administration. The distribution will be based on the
pre-defined square footage amounts you entered into SAP in a setup exercise.
Accounting  Controlling  Cost Center Accounting  Period-End Closing  Single Functions 
Allocations  Distribution
IF REQUESTED, SET CONTROLLING AREA TO F_ _ _ AND SELECT
1. Period:
1 (January) To 12 (December)
Value: 43.____________
2. Fiscal Year:
3.
Top Menu Bar
Current year
Extras Cycle Create
a. Cycle:
b. Start Date:
Value: 44.____________
DST_ _ _
01/01/20yy
➢
(ENTER)
4. Text:
Monthly Distributions
NOTE: Make sure Indicators does NOT have “Iterative” checked!
5. Select
6. Segment Name and Description: Rent
and
Distribution of Rent
Segment Header TAB: Accept defaults
Senders/Receivers TAB:
7. Sender:
a. Cost Center:
b. Cost Element:
(under From column)
Administration
Rent Expense_ _ _
Value: 45.____________
Value: 46.____________
Continued on next page
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Receiver:
a. Cost Center:
(under Group column)
FL Headquarters Group
Value: 47.____________
Receiver Tracing Factor TAB:
8. Var. portion type:
9. Click on
Actual Statistical Key Figures
to acknowledge message to maintain fields for statistical key figures
Selection criteria (below section for Tracing factors)
10. Stat. key fig. in From column:
FLSQFT for Controlling Area F_ _ _
NOTE: You may have to do a special search to find your controlling area by selecting here
➢
(SAVE)
(Save without check)
➢
Back three times to the “Execute Actual Distribution: Initial Screen”
➢ Save when asked whether to save cycle
11. Cycle:
DST_ _ _
12. Start Date:
01/01/20yy
➢
(EXECUTE) the distribution cycle with the Test Run indicator checked
13. Double click on the red Warning indicator
NOTE: IF THIS IS NOT THE FIRST MONTH OF THE YEAR, you should expect warning messages
indicating that the system cannot find input data for the months previous to the current month
➢
on the warning message to exit the message
14. Double click on the Monthly Distributions line
Continued on next page
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15. Review the resulting screen (an example is shown below), which shows the proposed allocation of your
rent expense to the following cost centers:
A010
A020
A030
A040
A050
A060
Finance
Human Resources
Sales
Marketing
Purchasing
Administration
The reason it is proposed at this time is because you just performed a test run of the allocation.
If the top part of the screen is showing an error message of “This program cannot display the
webpage”, please disregard. It will not interfere with the exercise being performed.
The amounts that have been allocated to each department are based on square footage values that
you entered in a setup exercise. In step #12 of this exercise, you chose square footage as the statistical
measure for distributing rent expense.
Continued on next page
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16. You can double-click on any line to find out further information about the distribution. Do so on the line
for Object A030, and scroll down to see, among other things, your user name and the CO object name
of Sales. Compare to the example shown below.
17. PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR) (FIRST MOVE THE POP-UP SCREEN TO
THE BOTTOM SO THE SCREEN BEHIND CAN BE VIEWED
IN YOUR SCREEN CAPTURE, AS WELL. MAKE SURE
BOTH YOUR USER NAME AND NAME OF CO OBJECT
NAME IS SHOWING IN THE POP-UP SCREEN, AS WELL.)
18. After the distribution cycle has been executed such that it looks like that above, close the pop-up box,
click
and click on YES to exit the list. Click
again and reply YES to leave the list. You should now
be on the Execute Actual Distribution: Initial Screen.
19. Remove the check from the Test run indicator
➢
➢
(EXECUTE) the distribution cycle again and review by repeating the reviewing steps above
beginning with step 15.
Back three times to SAP Easy Access Menu
NOTE: The first time in the system may trip an error indicating that you must execute report RX811XST. This can be accomplished
from the Error dialog box by double clicking on the proceed button (red lettering at bottom of error message). Click on the line item
message and drop down in error message until highlighted red run report visible.
©2010 Ross Quarles and Fawzi Noman
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FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
EXERCISE FI/CO15: REVIEW ACTUAL LINE ITEM REPORT
This exercise allows you to see how the rent expense cost element has been distributed to the various
receiving cost objects using the statistical key figure set up as the basis for the distribution.
Accounting  Controlling  Cost Center Accounting  Information System  Reports for Cost
Center Accounting  Line items  Cost Centers: Actual Line Items
IF REQUESTED, SET CONTROLLING AREA TO F_ _ _ AND SELECT
1. Cost Center:
2. Cost Element:
3. Posting Date:
➢
Finance to Administration
Value: 48.____________
Rent Expense_ _ _
Value: 49.____________
01/01/YYYY
to
Last day of current month/year
(EXECUTE)
Review the report, noting your rent expense account and vendor – see below for an example. Rent
expense is still recorded in your rent expense account, but now allocated among cost centers
consuming that expense based on some specified manner.
Continued on next page
©2010 Ross Quarles and Fawzi Noman
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FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
If the top part of the screen is showing an error message of “This program cannot display the
webpage”, please disregard. It will not interfere with the exercise being performed.
4. Double-click on any line item amount other than the one for $350.00 in Cost Center A060
Administration. The resulting screen describes the item as a “Monthly Distribution” and identifies
your username as the one who created the distribution.
5. Select
to return to the prior screen. Select Yes on the resulting exit screen.
6. Double-click on the line item amount for $350.00 in Cost Center A060 Administration. The resulting
screen shows the Data Entry View of your document, with a posting to your vendor. The document
number should agree with that from FI/CO10. You can click
entry being recorded to your Accounts Payable Reconciliation account.
to see the
7. Click
. A Document Header pop-up screen appears. Move it so that your screen looks similar to
that below. Note the reference to your username. As a continued reinforcement of the importance of
the audit trail, note the consistent documentation of the username associated with all transactions.
➢ Exit from the pop-up screen and
©2010 Ross Quarles and Fawzi Noman
back three times to SAP Easy Access Menu
Page: 26
FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
EXERCISE FI/CO16: CREATE ASSESSMENT CYCLE
With assessment, both primary and secondary costs can be allocated. You can define cost allocation by
assessment if the composition of costs is not important for receiver – for example, receiver cost centers
rarely require detailed breakdowns of cafeteria costs. In our case, certain charges from the local utility
company on our plant are known to be exclusively attributable to the Manufacturing cost centers.
Therefore, once a month the utility charges are assessed from the Administration cost center to the
Manufacturing cost centers.
Accounting  Controlling  Cost Center Accounting  Period-End Closing 
Single Functions  Allocations  Assessment
IF REQUESTED, SET CONTROLLING AREA TO F_ _ _ AND SELECT
1. Period:
2. Fiscal Year:
3.
Top Menu Bar
o
o
1 (January) to 12 (December)
Current year
Value: 50.____________
Value: 51.____________
Extras Cycle Create
Cycle:
Start Date:
ASM_ _ _
01/01/20yy
➢
(ENTER)
4. Text:
Monthly Assessments
NOTE: Make sure Indicators field does NOT have “Iterative” checked
5. Click
6. Segment Name:
7. Text:
Utilities
Assessment of Utilities
Segment Header TAB:
8. Assessment CEle:
Assessed Costs
Value: 52.____________
Receiver tracing factor (still on Segment Header TAB):
9. Receiver Rule:
Fixed percentages
Continued on next page
©2010 Ross Quarles and Fawzi Noman
Page: 27
FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
Senders/Receivers TAB:
10. Sender (under From column):
a. Cost Center:
b. Cost Element:
Administration
Utilities_ _ _
Value: 53.____________
Value: 54.____________
11. Receiver (under Group column):
a. Cost Center:
FL Manufacturing Group
Value: 55.____________
Receiver Tracing Factor TAB:
12.
Cost Ctr
Portion/percent
P010
50
P020
25
P030
25
(SAVE) (Save without check)
➢
Back three times to the “Execute Actual Distribution: Initial Screen”
➢ Save when asked whether to save cycle
13. Cycle:
ASM_ _ _
14. Start Date:
01/01/20yy
➢
(ENTER)
➢
(EXECUTE) the assessment cycle with the Test Run indicator checked
15. Double Click on the Monthly Assessments line
The resulting screen (see next page for example) shows the proposed allocation of utilities expense on
the plant to the following manufacturing cost centers, based on the percentages entered in step #12:
P010
P020
P030
Assembly Line
Warehouse
Receiving Area
The reason it is proposed at this time is because you just performed a test run of the allocation.
Compare your screen to that on the next page for agreement. If the top part of the screen is showing an
error message of “This program cannot display the webpage”, please disregard. It will not interfere with
the exercise being performed.
Continued on next page
©2010 Ross Quarles and Fawzi Noman
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FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
16. You can double-click on any line to find out further information about the distribution. Do so on the line
for Object P020, and scroll down to see, among other things, your username. Compare to the example
shown below.
17. PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR) (FIRST MOVE THE POP-UP SCREEN TO
THE BOTTOM SO THE SCREEN BEHIND CAN BE VIEWED
IN YOUR SCREEN CAPTURE, AS WELL. MAKE SURE
YOUR USERNAME IS SHOWING IN THE POP-UP SCREEN,
AS WELL.)
20. After the assessment cycle has been executed such that it looks like that above, close the pop-up box,
click
and click on YES to exit the list. Click
again and reply YES to leave the list. You should now
be on the Execute Actual Assessment: Initial Screen.
21. Remove the check from the Test run indicator
➢
➢
(EXECUTE) the distribution cycle again and review by repeating the reviewing steps above
beginning with step 15.
Back three times to SAP Easy Access Menu
©2010 Ross Quarles and Fawzi Noman
Page: 29
FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
EXERCISE FI/CO17: REVIEW ACTUAL LINE ITEM REPORT
Review how the utility expenses have moved from cost center to cost center as assessed costs with no
indication as to coming from the utilities cost element 75000000.
Accounting Controlling Cost Center Accounting  Information System
Reports for Cost Center Accounting Line items  Cost Centers: Actual Line Items
IF REQUESTED, SET CONTROLLING AREA TO F_ _ _ AND CLICK ON ENTER
1. Cost Center:
2. Cost Element:
Administration to Receiving Area
Assessed Costs
Value: 56.____________
Value: 57.____________
3. Click on
4. Open Documents/Objects folder, scroll down list to find User Name
5. Select User Name and click
6. User Name:
FLUSER-_ _ _
7.
(SAVE)
8.
(EXECUTE)
Value: 58.____________
The resulting screen (see next page for example) shows the actual allocation of your utilities expense to the
following manufacturing costs centers:
P010 Assembly Line
P020 Warehouse
P030 Receiving Area
Compare your screen to that on the next page for agreement. If the top part of the screen is showing an
error message of “This program cannot display the webpage”, please disregard. It will not interfere with the
exercise being performed.
Consistent with documentation of other transactions in SAP, you can double-click on a line and learn
further information about the assessment, such as the user who created the assessment. Feel free to do
so.
Continued on next page
©2010 Ross Quarles and Fawzi Noman
Page: 30
FOR ACADEMIC USE ONLY
ALL MATERIALS FROM SAP LIBRARY ADAPTED
WITH PERMISSION OFSAP AMERICA UNIVERSITY ALLIANCE
9.
➢
PRINT THE SCREEN (IF REQUIRED BY YOUR
INSTRUCTOR)
Back twice to SAP Easy Access Menu
©2010 Ross Quarles and Fawzi Noman
Page: 31