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Procurement Process within

Scenario:

As a wholesaler and producer of bicycles & bicycle accessories, Global Bike

Inc. (GBI) must purchase finished bicycles from its subsidiary vendors that

will be held as inventory until sold to customers.

GBI is looking to expand its product offerings to customers and plans to

purchase 100 of the brand-new STAR Offroad Bikes from Olympic Protective

Gear, a GBI subsidiary vendor based in Atlanta, Georgia.

T-Codes associated with the Procurement Process: (Prior to adding new favorites, create a folder called “Procurement”, and put the Procurement T-

Codes in that folder)

1. MMBE – Display Stock Overview 6. MIGO – Goods Receipt

2. FK10N – Display Vendor Balance 7. MIRO – Receive Invoice

3. ME51N – Create Purchase Requisition 8. F-53 – Post Outgoing Payment

4. ME21N – Create & Send Purchase Order

5. ME23N – Display Purchase Order

SMART Approach to SAP S – Organizational Structure

Client → Represents the database of the company you

are working for.

Company Code → Designates the general ledger for the

company you are working on.

Purchasing Organization → Identifies the country in

which you are transacting your purchase

Purchasing Group → Identifies the group of purchasing

agents who will facilitate the purchase.

M – Master Files/Transaction Files Subsidiary Account Payable (T): Vendor transactions occur and become

part of the chart of accounts for the company code you are working in.

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Vendor (M): The permanent information about the firm you are purchasing

goods or services from.

Material (M): The permanent information about the material you are

purchasing from a vendor.

A – Application Process 1. Purchase Requisition - Is the source document that indicates the need to

purchase materials. It begins the purchasing cycle and is triggered when

inventory falls to a critical level, which is called the reorder point.

2. Purchase Order - Is a document based on a purchase requisition that

specifies items ordered from a vendor or supplier. It authorizes the

purchasing process and acts as a contract between the buyer and the vendor.

3. Goods Receipt - Is a term from inventory management denoting a physical

inbound movement of goods or materials. It indicates the goods have been

received and triggers an automatic entry, which debits the inventory account.

4. Invoice Receipt - Is a term from invoice verification describing the receipt

of an invoice issued by a vendor (creditor). It should be compared with the

purchase order and goods received to verify that the goods ordered were

received in the quantity ordered. It triggers an automatic entry to post the bill

to the payable account.

5. Cash Disbursement – Is the step where, upon receipt of the invoice, the

Vendor is paid off using the company’s cash or credit.

R – Reports GR/IR Account – Is a concept predominately used under the International

Financial Reporting System (IFRS) as a clearing account between the

receipt of goods and the receipt of the invoice. A zero balance

indicates that all invoices have been received for corresponding

goods.

Vendor Reports – Indicate the value of the transaction and whether the

vendor is still owed money

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Purchase Order: ME23N – displays transactional data for the purchase

order you made

Payable Account Balance: FK10N – displays the amount owed to the

vendor and drill-down to the transaction

List of Vendor Line Items: Navigation: Accounting → Financial

Accounting → Accounts Payable → Information System → Reports

for Accounts Payable Accounting → Vendors: Items → List of

Vendor Line Items

T – Test Controls - Where is the audit trail in the purchase order?

- List Two areas where authorization would have taken place in the

purchasing process.

- Analyze the Three-Way Match.

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Introduction

The procurement process is used to purchase material from a vendor. This process can be used to

purchase finished goods as well as raw materials. The procurement process operates in the

Sourcing and Procurement suite of SAP S/4 HANA and is also known as the Procure-to-Pay

process.

In this exercise you will execute the procurement process to purchase the following finished

good: STAR Offroad Bikes. You will be purchasing 100 STAR Offroad Bikes from Olympic

Protective Gear, a GBI subsidiary, to be delivered to GBI’s Dallas plant.

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:

★ A star 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 within your assigned three-digit identifier.

Business Process Overview

As a wholesaler and producer of bicycles & bicycle accessories, Global Bike Inc. (GBI) must

purchase finished bicycles from its subsidiary company vendors that will be held as inventory

until sold to customers.

GBI is looking to expand its product offerings to customers and plans to purchase 100 of the

brand-new STAR Offroad Bikes from Olympic Protective Gear, a subsidiary company and

vendor of GBI that is based in Atlanta, Georgia.

Introduction and Process Overview: Procurement

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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:

Create Purchase Requisition

Create and Send Purchase Order

Goods Receipt for Shipment from Vendor

Receive Invoice from Vendor

Post & Send Outgoing Payment to Vendor

Send Accounting Entry, Three-Way Match & Analyses to Art

On Paper:

Answers to the questions

★ You may be assigned additional deliverables. Make certain to check with your

instructor.

Create Purchase

Requisition

Create & Send Purchase Order



Post & Send Outgoing

Payment to Vendor

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The first step in procurement for any company is to create a purchase requisition. A purchase

requisition is an internal source document that indicates the need to procure goods or services

from an external or internal vendor, primarily inventory. The purchase requisition provides

specifics as to the types and quantities of goods or services that need to be ordered and the

vendor or supplier from which the goods or services are to be procured from. The creation of a

purchase requisition initiates the purchasing cycle and is triggered when inventory falls to a

critically low level, which is called the reorder point.

In this step, you will create a purchase requisition for GBI to obtain 100 STAR Offroad Bikes

from their Olympic Protective Gear subsidiary company and vendor based out of Atlanta,

Georgia.

Step 1.1: Navigate to the Stock Overview: Company Code/Plant/Storage Locate/Batch

Transaction and view Inventory of your STAR11###

Q1. What is the transaction code to view the inventory of your STAR11### Offroad Bike?:

In the Stock Overview: Company Code/Plant/Storage Location/Batch screen, please enter the

following information:

Field Name Data Entry

Material Identifier for your STAR Offroad Bike (STAR11###)

Plant Identifier for Dallas Plant (DL00)

Storage Location Identifier for Finished Goods (FG00)

Display Version Identifier for All Stock Types (1)

After the information above has been entered, click the Execute icon located in the

bottom right-hand side of the screen to proceed.

Create Purchase

Requisition





Payment to Vendor

Step 1: Create Purchase Requisition

Navigation

Logistics → Materials Management → Inventory Management → Environment → Stock → Stock Overview

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Q2. How many STAR Offroad Bikes are in unrestricted stock before the purchase

requisition?:

Step 1.2: Navigate to the Vendor Balance Display transaction and View the Balance of your

Olympic Protective Gear Vendor Account

Q3. What is the transaction code to view the balance of your Olympic Protective Gear

Vendor Account?:

In the Vendor Balance Display transaction, please enter the following information:


Vendor Identifier for your Olympic Protective Gear Vendor (101###)

Company Code US00

Fiscal Year Current Year

★ To locate your Olympic Protective Gear vendor in the SAP system, click the Search icon

in the Vendor field. If not set as the default search screen, click the More icon

located on the right-hand side of the window and select Suppliers (General) from the drop-

down menu. Once in the Suppliers (General) search screen, click in the Search Term field

and enter your three-digit identifier (###) and hit the Enter key on your

keyboard. Locate your Olympic Protective Gear vendor in the search results chart. The

identifier for your Olympic Protective Gear vendor can be found under the Vendor column.

Double-click on your Olympic Protective Gear vendor to select it.

After the information above has been entered, click the Execute icon located in the

bottom right-hand corner of the screen to proceed.

★ If the SAP system prompts you with an alert that reads No data was read for fiscal year

20##, it means that there is no data or balances to display for the desired vendor.

Q4. What is the balance in your Olympic Protective Gear Vendor’s account before the

purchase requisition?:

Navigation

Accounting → Financial Accounting → Accounts Payable → Account → Display Balances

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Step 1.3: Navigate to the Create Purchase Requisition Transaction to Create a Purchase

Requisition

Q5. What is the transaction code to Create a Purchase Requisition?:

Q6. What is the transaction code to Change a Purchase Requisition?:

Q7. What is the transaction code to Display a Purchase Requisition?:

NOTE: If the User Interface for the Purchase Requisition window appears on the left-hand

side of the screen, you may click the Close icon to close the window

Step 1.4: Enter Data into the Create Purchase Requisition Screen

In the top-left portion of the Create Purchase Requisition screen where the Document Type icon

is located, please enter the following information:


Document Type Purchase Requisition (If not already defaulted)

Navigation

Logistics → Materials Management → Purchasing → Purchase Requisition → Create

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★ The Create Purchasing Requisition screen is divided into three sections – Header, Item

Overview, and Item. Clicking the Expand icon next to each section will expand the

section and clicking the Collapse icon next to each section will collapse the section.

Expand the sections as needed to complete the tasks below.

Click the Expand icon next to the Item Overview section to expand it. Once expanded, enter

the information below in the Item Overview section:


Material Identifier for your STAR Offroad Bike (STAR11###)

Quantity 100

Delivery Date One week from today

Plant Identifier for Dallas Plant (DL00)

Stor. Loc. (Storage

Location)

Identifier for Finished Goods (FG00)

PGr (Purchasing Group) Identifier for North America Purchasing Group (N00)

Desired Suppl. (Vendor) Identifier for your Olympic Protective Gear Vendor (101###)

★ You may need to scroll right to see all fields.

Q8. What is the identifier for the Finished Goods storage location?:

Q9. What is the identifier for the North America purchasing group?:

After the information above has been entered, hit the Enter key on your keyboard to confirm the

requisition in the SAP system.

★ As a display of controls within the SAP system, you will be prompted with a soft-code

error message asking Can delivery date be met? Hit the Enter key on your keyboard to

confirm the delivery date.

To save the purchase requisition in the SAP system, click the Save icon located in the

bottom right-hand corner of the screen. To confirm the save, the SAP system will alert you of a

confirmation message containing your purchase requisition number:

Q10. What is your Purchase Requisition number?:

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Q11. How many STAR Offroad Bikes are in unrestricted stock after the purchase

requisition?:



Q12. What is the balance in your Olympic Protective Gear Vendor’s account after the

purchase requisition?:


In the System:

Create Purchase Requisition

On Paper:

Answers to the Questions

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The second step in the procurement process is to create a purchase order and send it to the

vendor from whom you are purchasing goods or services from. A Purchase Order (PO) is a

commercial document based on a previously created purchase requisition that provides specifics

on what is to be ordered from an external vendor or supplier. The purchase order contains

information such as the types and quantities of goods to be ordered, how much will be paid for

the ordered goods, and shipping & payment terms. It authorizes the purchasing process and acts

as a contract between the buyer and the vendor once the vendor accepts the purchase order.

In this step, you will be creating a Standard Purchase Order to request the purchase of 100 STAR

Offroad Bikes from Olympic Protective Gear. The purchase order will specify that GBI will pay

$500 per STAR Offroad Bike and wants the bikes to be delivered to their Dallas Plant.

Step 2.1: Navigate to the Create Purchase Order transaction to create a Purchase Order

Q13. What is the transaction code to Create a Purchase Order?:

Q14. What is the transaction code to Change a Purchase Order?:

Q15. What is the transaction code to Display a Purchase Order?:

★ If the Enjoy SAP: Purchase Order window appears, you may close it.

Create Purchase

Requisition





Payment to Vendor

Step 2: Create and Send Purchase Order

Navigation

Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known

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Step 2.2: Enter Data into the Create Purchase Order Screen

In the top-left portion of the Create Purchase Order screen where the Document Type icon

is located, please enter the following information:


Document Type Standard PO (If not already defaulted)

Vendor Identifier for your Olympic Protective Gear (101###)

★ If the User Interface for the Purchase Order window appears to the left-hand side of the

screen, you may click the Close icon to close out of the window

★ The Create Purchase Order screen is divided into two sections – Header, Item Overview,

and Item. Clicking the Expand icon next to each section will expand the section and

clicking the Collapse icon next to each section will collapse the section. Expand the

sections as needed to complete the tasks below.

Click the Expand icon next to the Header section to expand it. Once expanded, enter the

information below in the Header section:


Purch. Org. (Purchasing

Organization)

Identifier for GBI US (US00)

Purch. Group (Purchasing

Group)

Identifier for North America purchasing group (N00)

Company Code US00

After the information above is entered, click the Document Overview On icon

located in the top menu bar of the Create Purchase Order screen to

display the Document Overview Menu.

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Step 2.3: Create your Purchase Order by Adopting your Purchase Requisition

In the Document Overview Menu, locate the Selection Variant icon on the left-hand side

of the menu. Click the Selection Variant icon, and from the drop-down menu, select the My

purchase requisitions option:

After selecting the My purchase requisitions option from the drop-down menu, your purchase

requisitions will appear in the Document Overview Menu. Select the Purchase Requisition you

created in Step 1 of the procurement process (Create Purchase Requisition) by clicking the

Check Box icon located to the left of the purchase requisition.

★ Please do not Double-Click on your purchase requisition. Doing so will cause you to

enter the Display Purchase Requisition screen and force you to repeat the purchase order

process.

After your purchase requisition is selected, click the Adopt icon located in the middle of

the Document Overview Menu to adopt your selected purchase requisition.

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Step 2.4: Enter Pricing Information for your STAR Offroad Bike

After your purchase order has been adopted, the Item section will appear with information

regarding your STAR Offroad Bike:

In the Pricing Elements section of the Item section, please enter the following information:


Amount 500

After the above information is entered, hit the Enter key on your keyboard to register the pricing

information in the SAP system.

★ As a display of controls within the SAP system, you will be prompted with a soft-code

error message asking Can delivery date be met? Hit the Enter key on your keyboard to

confirm the delivery date.

Q16. What is the net value of the purchase order?:

★ To display net value, click the Expand icon next to the Header section and navigate

to the Conditions tab

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To save the purchase order in the SAP system, click the Save icon located in the bottom

right-hand corner of the screen. To confirm the save, the SAP system will alert you of a

confirmation message containing your purchase order number:

Q17. What is your Standard PO number?:



Q18. How many STAR Offroad Bikes are in unrestricted stock after the purchase order?:




purchase order?:

Step 2.7: Navigate to the Standard PO transaction to View the Status of Your Purchase

Order and the Three-Way Match

Once in the Standard PO screen, your most recent purchase order should be displayed by

default. If it is not, click the Document Overview On icon located in

the top menu bar to display the Document Overview Menu.

★ If the User Interface for the Purchase Order window appears to the left-hand side of the

screen, you may click the Close icon to close out of the window

Navigation

Logistics → Materials Management → Purchasing → Purchase Order → Display

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In the Document Overview Menu, locate the Selection Variant icon on the left-hand side

of the menu. Click the Selection Variant icon, and from the drop-down menu, select the My

purchase orders option:

After selecting the My purchase orders option from the drop-down menu, your purchase orders

will appear in the Document Overview Menu. Select the Purchase Order you created earlier in

Step 2 of the procurement process (Create Purchase Order) by clicking the Check Box icon

located to the left of the purchase order.

★ Please do not Double-Click on your purchase order.

After your purchase order is selected, click the Adopt icon located in the middle of the

Document Overview Menu to adopt your selected purchase order.

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Once your Purchase Order is displayed in the Standard PO screen, click the Expand icon

next to the Header section to expand it.

After the Header section has been expanded, navigate to the Status tab and click on it:


The Status tab displays details pertaining to the three-way match of your purchase order. The

three-way match is an audit concept that refers to a procedure used when processing an invoice

received from a vendor or supplier. The purpose of the three-way match is to avoid paying an

incorrect and perhaps fraudulent invoice.

Confirmation of the three-way match ensures that:

1. The quantity and net value of goods ordered

Matches

2. The quantity and net value of goods received from shipment

Matches

3. The quantity and net value of goods invoiced for by the vendor

Throughout the Procurement Process, you will view the Three-Way Match to see how the status

of your purchase order changes as more steps are completed.

Q20. What is the current status of the Three-Way Match?


In the System:


On Paper:


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The third step in the procurement process is to receive the shipment of goods from the vendor

into the warehouse via a Goods Receipt. A Goods Receipt is a goods movement document

denoting a physical, inbound movement of the goods that have been ordered or produced into

their storage location within the warehouse. As the Goods Receipt indicates that goods have been

received into the warehouse, it triggers an automatic accounting entry that debits the inventory

account and credits the GR/IR Account, a suspense account.

In this step, you will create a Goods Receipt that notifies the SAP System that all 100 STAR

Offroad Bikes ordered from Olympic Protective Gear have arrived at the Dallas Plant and have

been scanned into GBI’s inventory.

Step 3.1: Navigate to the Goods Receipt Purchase Order Transaction to Create a Goods

Receipt

Q21. What is the transaction code to Create a Goods Receipt?:

Create Purchase

Requisition





Payment to Vendor

Step 3: Receive Shipment from Olympic Protective Gear Vendor

Navigation

Logistics → Materials Management → Inventory Management → Goods Movement → Goods Movement

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Step 3.2: Enter Your Purchase Order into the Purchase Order Field

★ In the header of the Goods Receipt Purchase Order screen, please ensure that the field

next to the Goods Receipt field is listed as Purchase Order, as displayed below in the blue

box:

★ If the My Documents menu appears on the left-hand side of the screen, you may click the

Hide Overview icon located in the top menu bar to close it.

In the Goods Receipt Purchase Order screen, please enter the following information:


Purchase Order (Pictured

above in the Red Box)

Your purchase order number

★ If you forget your Purchase Order number, you may search for it by clicking the Search

icon in the Purchase Order field. After clicking the Search icon, the Purchasing

Document Number search window will appear. In the Purchasing Document Number

screen, click the More icon located on the right-hand side of the window and select

Purchasing Documents per Supplier from the drop-down

menu. In the Vendor field of the Purchasing Documents per Supplier window, enter the

identifier for your Olympic Protective Gear vendor (101###) and click the Start Search icon

. All purchase orders for your Olympic Protective Gear vendor will appear.

Double-click on the Purchase Order with the highest number identifier to select your

Purchase Order

After double-clicking on your purchase order, it will populate in the Purchase Order field. Hit

the Enter key on your keyboard to confirm the purchase order selection in the SAP system.

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Step 3.3: Enter Data into the Goods Receipt Purchase Order Screen

After confirming the selection of your purchase order in the SAP system, information pertaining

to your purchase order will populate in the Goods Receipt Purchase Order screen:

Please ensure that the following data has been populated in the General tab from your purchase

order. If it has not been, please enter it:


Qty in UnE (Quantity) 100 (The quantity ordered) (should be defaulted)

EUn (Unit of Entry) Identifier for Each (EA) (should be defaulted)

SLoc Finished Goods (should be defaulted)

Movement Type 101 (should be defaulted)

Stock Type Unrestricted-Use (should be defaulted)

Plnt (Plant) Identifier for Dallas Plant (DL00) (should be defaulted)


Q22. What does “Qty in UnE” refer to?:

★ To display the meaning of a field, select it by clicking on it and then press the fn + F1

keys on your keyboard to display the SAP Performance Assistant

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After confirming that the above fields are populated, locate the Detail Data section located at the

bottom of the screen:

Please collapse the Detail Data section by clicking the Collapse icon located to the left of

the Material tab if it has not been collapsed already.

Step 3.4: Confirm the Goods Receipt of the STAR Offroad Bikes

To confirm that you have collapsed the Detail Data section, the Expand Detail Data icon

will appear in its place.

Locate the OK field within the first line item of the Goods Receipt:

Q23. What do the boxes in the OK Field signify?:

In the OK field, click the Check Box icon to select it. After the Check Box icon in the OK

field has been selected , click the Post icon located in the bottom right-hand side of

the screen to post the Goods Receipt in the SAP system.

To confirm the posting of the Goods Receipt, the SAP system will alert you with a message

stating that the material document was posted:

Q24. What is your Goods Movement Document Number?:

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Q25. How many STAR Offroad Bikes are in unrestricted stock after receiving shipment?:



Q26. What is the balance in your Olympic Protective Gear Vendor’s account after

receiving shipment?:




Step 3.8: View the Entry to the GR/IR Account in the Standard PO Transaction

Once in the Standard PO transaction, click the Expand icon next to the Item Detail section

to display the Item Detail section. Once in the Item Detail section, locate the Purchase Order

History tab and click on it to view the purchase order history:

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Displayed in the Purchase Order History tab is the first entry made to the Goods Receipt/Invoice

Receipt (GR/IR) account. The GR/IR Account is a suspense account for inventory that is posted

to twice over the course of the procurement process:

1. Once to record when goods that were ordered have been received by the customer, but

the invoice from the vendor has not yet been received

And

2. Once to record the official movement of the customer’s received goods into their

inventory after the invoice from the vendor has been received

To view the first entry to the GR/IR Account, click your document number created earlier in Step

3 (Receive Shipment from Olympic Protective Gear Vendor) under the Material Document

column .

Once the document number is clicked, the Display Document Number screen will appear:

To view the accounting document, locate the Doc. Info tab icon and click on it to display the

Document Info tab . Once in the Document Info tab, click the FI Documents icon

.

In the FI Documents window, double-click on Accounting Document

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After clicking Accounting Document, the Display Document: Data Entry View screen will

appear:

Use the accounting entry to answer the following questions:

Q28. What is the account number of the G/L account used for the debit posting?:

Q29. What is the name of the G/L account used for the debit posting?:

Q30. What is the account number of the G/L account used for the credit posting?:

Q31. What is the name of the G/L account used for the credit posting?:

When completed, return to the SAP Standard Menu


In the System:


On Paper:


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The fourth step of the procurement process is to enter the incoming invoice sent from the vendor.

An Invoice is a commercial document issued by a vendor that specifies the types and quantities

of goods or services ordered by a customer, the amount of money due to the vendor from the

purchase, and the shipping and payment terms of the order. Once the invoice is received by the

customer, an accounting entry is triggered on their books that debits the GR/IR Suspense account

and credits the Accounts Payable account under the name of the vendor.

In this step, you will enter the incoming invoice sent by Olympic Protective Gear for GBI’s

purchase of 100 STAR Offroad Bikes into the SAP System.

Step 4.1: Navigate to the Enter Incoming Invoice transaction to Enter the Incoming Invoice

Q32. What is the transaction code to enter the incoming invoice?:

As a display of the internal controls built into the SAP software, the system may prompt you to

enter your company code before allowing you to proceed:

In the Company Code field, please enter the following information:


Company Code US00

Once the information above is entered, click the Enter icon

Create Purchase

Requisition





Payment to Vendor

Step 4: Receive an Invoice from Olympic Protective Gear

Navigation

Logistics → Materials Management → Logistics Invoice Verification → Document Entry → Enter Invoice

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Step 4.2: Enter Your Purchase Order into the Enter Incoming Invoice Screen

★ In the Transaction field of the Enter Incoming Invoice screen, please ensure that the field

next to the Transaction field is listed as Invoice as displayed below:

Just as any normal journal entry, the first step of entering an incoming invoice is to specify the

date of reception. In the Basic Data section of the Enter Incoming Invoice screen, please enter

the following information:


Invoice Date Today’s Date

Posting Date Today’s Date (Should be defaulted)

To enter your Purchase Order into the Enter Incoming Invoice screen, navigate to the PO

Reference tab located at the bottom of the screen:

In the field next to Purchase Order/Scheduling Agreement (displayed above in the red box),

click the Search icon to open the Possible Entries for Purchasing Document screen.

In the Supplier field of the Possible Entries for Purchasing Document

screen, click the Search icon to open the Suppliers by Company Code window.

★ If the Suppliers by Company Code window does not appear by default, click the More

icon and select it from the drop-down menu.

In the Search Term field of the Suppliers by Company Code window, enter your three-digit

identifier (###) and click the Start Search icon located in the bottom right-hand

side of the window.

From the list of vendors that appears, double-click on your Olympic Protective Gear vendor to

select it.

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Once your Olympic Protective Gear vendor is populated in the Supplier field, click the Execute

icon located in the bottom right-hand corner of the screen.

After clicking the Execute icon, the Possible Entries for Purchasing Document screen will

appear:

To select your purchase order, click the Check Box icon located to the left of the purchase

order number to select it.

Once your purchase order is selected, click the Copy icon located on the top menu bar

to populate your purchase order into the Purchase Order/Scheduling Agreement field of the

Enter Incoming Invoice screen.

To confirm the selection of your purchase order in the SAP System, hit the Enter key on your

keyboard.

After hitting the Enter key, information regarding your purchase order will populate in the Enter

Incoming Invoice screen:

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Step 4.3: Enter Data into the Enter Incoming Invoice Screen

In the Basic Data section of the Enter Incoming Invoice screen, please enter the following

information:


Amount Amount of the Invoice (50000) (Do not enter commas or

dollar signs)

Tax Code XI (Input Tax) (Should be defaulted)

After entering the above information, your Basic Data section should resemble the section

below:

After entering the above information, hit the Enter key to confirm the amount of the invoice in

the SAP System.

To ensure that the amount was entered correctly, check the Balance section located in the top

right-hand corner of the screen. If the amount of the invoice was correctly entered, the Balance

section should show an amount of 0.00 USD and a green light, as shown below:

To view the accounting entry that goes along with the entry of the invoice from Olympic

Protective Gear, locate the Simulate icon on the top menu bar and click on it.






After answering the questions above, click the Close icon located in the top right-hand

corner of the Simulate Document in USD window.

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Step 4.4: Post the Invoice from Olympic Protective Gear in the SAP System

Once in the Enter Incoming Invoice screen, locate the Post icon in the bottom right-hand

side of the screen to post the Invoice in the SAP System.

To confirm the posting of the Invoice, the SAP system will alert you with a message stating that

the material document was posted:

Q37. What is your Invoice Number?:



Q38. How many STAR Offroad Bikes are in unrestricted stock after entering the invoice?:



Q39. What is the balance in your Olympic Protective Gear Vendor’s account after entering

the invoice?:




Step 4.8: View the Entry to the GR/IR Account in the Standard PO Transaction

Once in the Standard PO transaction, click the Expand icon next to the Item Detail section

to display the Item Detail section. Once in the Item Detail section, locate the Purchase Order

History tab and click on it to view the purchase order history:

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To view the second entry to the GR/IR Account, click your document number created earlier in

Step 4 (Receive an Invoice from Olympic Protective Gear) under the Material Document column

.

★ The second GR/IR Account entry is listed as Tr./Ev. Invoice Receipt

Once the document number is clicked, the Display Document Number screen will appear:

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To view the accounting document, locate the Follow-On Documents… icon

and click on it to display the Display Document: Data Entry View

screen:








In the System:


On Paper:


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The last step of the procurement process is to pay off the invoice that was received from the

vendor and entered into the SAP system.

In this step, you will be paying off the invoice for 100 STAR Offroad Bikes that was received

from Olympic Protective Gear and entered into the SAP System in the previous step.

Step 5.1: Navigate to the Post Outgoing Payment transaction to Pay Off the Invoice from

Olympic Protective Gear

Q45. What is the transaction code to pay the vendor?:

Create Purchase

Requisition





Payment to Vendor

Step 5: Pay Olympic Protective Gear

Navigation

Accounting → Financial Accounting → Accounts Payable → Document Entry → Outgoing Payment → Post

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Step 5.2: Enter Data in the Header section of the Post Outgoing Payments Screen

In the Header section of the Post Outgoing Payments screen, please enter the following

information:


Document Date Today’s Date

Posting Date Today’s Date (Should be defaulted)

Type Identifier for Vendor Payment (KZ) (Should be

defaulted)

Company Code US00

Currency/Rate USD

Reference Operating

After entering the information above, your Header section should resemble the screen pictured

below:

Step 5.3: Enter Data in the Bank Data section of the Post Outgoing Payments screen

In the Bank Data section of the Post Outgoing Payments screen, please enter the following

information:


Account Account Number for your Cash Account

Amount Amount owed to Olympic Protective Gear (50,000)

★ To search for your Cash Account in the GBI Chart of Accounts, click in the Account field

and click the Search icon . The G/L Account Number in Company Code screen should

appear. If it does not, click the More icon and select G/L Account Number in Company Code

from the drop-down menu. Once in the G/L Account Number in Company Code screen,

please enter the following information:


G/L Account An asterisk followed by your three-digit identifier (###)

Company Code US00

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Once the information above has been entered, hit the Enter key on your keyboard to initiate the

search.

After the search is completed, double-click on your Cash Account to select it.

Q46. What is the account number of your Cash Account?:

After entering the information above, your Bank Data section should resemble the screen below:

Step 5.4: Enter Data in the Open Item Selection section of the Post Outgoing Payments

Screen

In the Open Item Selection section of the Post Outgoing Payments screen, please enter the

following information:


Account Identifier for your Olympic Protective Gear (101###)

Account Type Identifier for Vendors (K) (Should be defaulted)

After entering the information above, your Open Item Selection section should resemble the

screen pictured below:

After all information above has been entered, click the Process Open Items icon

located on the top menu bar to confirm the outgoing payment information

in the SAP System.

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Step 5.5: Post the Outgoing Payment in the SAP System

After clicking the Process Open Items icon, the Post Outgoing Payments Process Open Items

screen will appear displaying all unpaid invoices from the vendor:

To confirm that the full amount of Olympic Protective Gear’s invoice is being paid off, the Not

Assigned section of the screen should display a balance of 0.00:

★ If the Not Assigned section of the screen does not display a balance of 0.00, this means

that either the incorrect amount was entered in the Bank Data section of the last screen, or

that more than one invoice from Olympic Protective Gear is open. If the incorrect amount

was entered in the Bank Data section, simply click the Back icon in the top left-hand

corner of the screen, enter the correct amount, and click Process Open Items again. If there

is more than one invoice open, click the dollar amount under the USD Gross column and

double click on the invoice(s) that add up to the full amount of the payment.

After confirming that the full amount of Olympic Protective Gear’s invoice is being paid off,

click the Post icon located in the bottom right-hand side of the screen to post the

payment in the SAP System.

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To confirm the posting of the invoice payment, the SAP system will alert you with a message

stating that the payment document was posted:

Q47. What is your document number from the payment of the invoice?:

Step 5.6: Review the Accounting Entry and Send a Copy to GBI CEO Art Vandelay

After the invoice payment document was posted in the SAP System, display the accounting entry

associated with the payment by following the below menu path:

More→Document→Display

In the Display Document: Data Entry View screen, navigate to the menu bar located in the

middle of the screen and click the Views icon . From the drop-down Views menu, select the

List Output option .

To send the entry to Art, follow the below menu path:

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More→System→List→Send

After following the above menu path, the Create Document and Send screen will appear:

As with any email, you must give the email a more eye-catching, descriptive title than the

defaulted Display Document: Data Entry View title. You must also address the email to Art by

entering “Art Vandelay” into the field under the Recipient column and hitting the Enter key.

To view the accounting entry attached to the email, click on the Attachments tab and double-click

on the Display Document: Data Entry View file.

Take a few moments to type your analysis of the Invoice Payment Entry in the blank space

under the Document Contents tab. Some points you may want to consider in your analysis

are:

• What was the invoice for? Why did GBI desire to procure this material?

• How much was the payment/invoice for? Is there anywhere in the procurement process

that GBI could have saved money? How could they save money?

• What vendor did GBI send the payment to? Based on delivery dates, efficiency, and

trustworthiness, would you recommend to Art that GBI buy from this vendor again?

Once your email has a title, Art listed as the recipient, the Invoice Payment accounting entry

attached, and you’ve completed your typed analysis, send the email to Art by clicking the Send

icon in the top left-hand corner of the screen.

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Step 5.7: Navigate to the Standard PO transaction to View the Three-Way Match and Send

a Copy to GBI CEO Art Vandelay

Following the same method to view the Three-Way Match from before, navigate to the Standard

PO transaction.

Once in the Standard PO transaction, click the Expand icon next to the Header section to

view the Header section and navigate to the Status tab to view the Three-Way Match:

To send the Three-Way Match to Art, navigate to the Page Options icon located in the

top left-hand corner of the screen and click the arrow icon (displayed below in the red box) to

bring up the drop-down menu. In the drop-down Page Options menu, follow the below menu

path:

Send→Send object with note

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After selecting the Send object with note option, the Create Document and Send screen will

appear:

As with any email, you must give the email a more eye-catching, descriptive title than the

defaulted title with your purchase order number. You must also address the email to Art by

entering “Art Vandelay” into the field under the Recipient column and hitting the Enter key.

To view the three-way match attached to the email, click on the Attachments tab and double-click

on your purchase order number.

Take a few moments to type your analysis of the Three-Way Match in the blank space

under the Document Contents tab. Some points you may want to consider in your analysis

are:

• Was the Three-Way Match completed? How do you know?

• What does each step of the Three-Way Match mean in the context of this purchase?

• After examining the Three-Way Match, would you be able to tell Art that this purchase

would clear an audit?

Once your email has a title, Art listed as the recipient, the Three-Way Match attached, and

you’ve completed your typed analysis, send the email to Art by clicking the Send icon in

the bottom right-hand corner of the screen.

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Q48. How many STAR Offroad Bikes are in unrestricted stock after the payment of the

invoice?:




payment of the invoice?:


In the System:

Send Outgoing Payment to Vendor

On Paper:


As a final check, confirm that you have completed the deliverables listed

below: Create Purchase Requisition




Post & Send Outgoing Payment to Vendor

Send Accounting Entry, Three-Way Match & Analyses to Art

Answer all questions


Date post:	14-Jan-2022
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