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Purchase-to-Pay Example Using SAP


Assignment Submission








Your Name___________________________________       Your SAP ID# ________________


1.1 What type of account is account 200400 “Inventory – Production Supplies”?







1.2 100000 Bank Account:


1.3 780000 Cost of Goods Sold:






1.4 310000 Goods Receipt/ Invoice Receipt: This account is a special suspense or temporary account.  Discuss the function of this account and what its status should be after the successful completion of the purchasing transaction.



1.5 300000 Payables-Trade Accounts: For this account examine the Type/Description tab for your company code (USXX).  Look at the Account Group entry.  Now look at the same field for account 300200 Accounts Payable (Direct Posting Account).  First, describe what this field represents and then explain why this field is different for the two accounts.






2.1 What is the fiscal year variant for your company code (USXX) and what does this mean from the point of view of the accounting system?







2.2 The university would use fiscal year variant V6.  Explain why this is the fiscal year variant for the university.




3.1 What type of application control is used on the field “Net Weight”?







3.2 What type of application control is used on the field “Base Unit of Measure”?





3.3 How might the data on this tab be important to a company and its inventory management? Can you think of an example of a company that might use the information on this tab to reduce inventory losses and spoilage?





3.4 How is the standard price used in the accounting system? (Think about what you did in your cost/managerial accounting class.)




3.5 The Moving Price is the moving average price of the good.  Why would the moving average price be different from the standard price?







3.6 Which of the two prices (standard or moving average) would we typically use when doing performance evaluation (i.e. variance analysis)?



Write down the message.


rite down the message on the status bar.





4.1 What did the system do as an application control?  That is, how did the system know that EST was wrong?





4.2 The “Rec. Account” is a very important entry.  Explain this entry.  (Hint: This links back to the account you looked at in the chart of accounts.)




4.3 What is a tolerance group and how would it be used as an application control?  What type of application control is tolerance group?






  • What are the payment terms from this vendor? Since we are a new customer for this vendor, we may be able to negotiate changing these terms in the future.  What factors would probably be important to the vendor to give us more favorable terms?









Write down the message on the status bar.







  • Explain how the above data can be a strong control in the purchasing process.




Write down the Information Record number shown on the status bar.


  MM Inventory Quantity & status GL Inventory GL Cash GL A/P GR/IR Vendor Subledger
After task 5            
After task 7            
After task 9            
After task 11            
After task13            



7.1 When you click on enter, the description of the material, unit of measure and price will be filled in. Where did this data come from?





7.2 Note the warning at the bottom of the screen regarding the delivery date. What kind of an edit check is this warning?




Write down the purchase order number


Task 9: Write down the material document number

Task 11: Write down the invoice number

Task 13: Write down the document number.


By using the information contained within the table in task 6, construct all of the journal entries that were made by SAP for these transactions.  For each journal entry show the task number of the transaction, the account names and numbers debited and credited and the dollar amounts involved.  Use the following format:


Task #:            Account 1                    $$$

Account 2                    $$$


Task #:            Account 3                    $$$

Account 4                    $$$

… etc.