BPI-Bike Exercises (3!3!08) Detailed Version - MM

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Global Bike Company

Overview Exercises
- Detailed Instruction Version -
(Version 1.0 Release March 2008)
GLOBAL BIKE INCORPORATED OVERVIEW

Materials Management (MM)
Version 1.0 Release March 2008
Page 2
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Exercise MM 1: Create a Purchase Order for Great Lakes Bike Supply
In this exercise we will create a Create a Purchase Order (PO) for the Kids 10 and
Disney Bikes from the vendor Great Lakes Bike Supply. When a PO is received and
accepted by the vendor, it becomes a legally binding contract between the two parties.
There are a number of ways to create a purchase order. Because we already know the
vendor we wish to use, we can create the purchase order using the transaction ME21N,
Vendor/Supplying Plant Known. To do this, follow the menu path:
LogisticsMaterials ManagementPurchasingPurchase Order
CreateVendor/Supplying Plant Known:
This will produce the following screen:
Click on the Org. Data tab, then

enter:
##A1 for Purch. Org.
##A for Purch. Group
##A1 for Company Code
After entering the organizational data for your company and purchasing organization,
click on the vendor field to search for the vendor Great Lakes Bike Supply:
Click on the Vendor search icon
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Select the Vendors by Company Code tab,

enter ##A1 for Company Code, then click on
the enter icon
Search for vendors by company code will produce a list of vendors for your company:
Select Great Lakes Bike Supply by

double-clicking on the line
Select Great Lakes Bike Supply, then click on the first material line to call up the
material search icon:
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Click on the material field in the first

line, then click on the search icon
Select the Sales material by

description tab, enter:
##A1 for Sales Organization
WH for distribution
Then click on the enter icon
The material search will produce the following list of bikes:
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Select the Kids 10 bike by

double-clicking on the line
Select the Kids 10 bike by double-clicking on it, and then enter the following
information:
PO Quantity:
Delivery Date:
Net Price:
Currency:
Plant:
500
date two weeks from today
60
USD
##A2
Repeat this process to enter the order for the Disney Bike with the following data:
Bike:
PO Quantity:
Delivery Date:
Net Price:
Currency:
Plant:
Disney
50
date two weeks from today
45
USD
##A2
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After entering the data for the Disney bike, click on the enter icon (
Conditions tab in the header area:
), then click on the
Note the total cost for the PO: $32,250
The total cost for the PO is $32,250. To see the cost of each bike, make sure the item
detail are is open (click on the expand icon
if the item detail is not visible) and then
click on the conditions tab:
Select the bike from this pull-down list
Review the cost details for the particular bike

Finally, before saving this purchase order, we can check it to make sure that there are
no errors. To do this, click on the check icon ( ):
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Click on the check icon and review the message
Click on the question mark icon

to get detail on this message
The detailed message provides more information:
The system has not been

configured to output the purchase
order, and the system is warning
that this purchase order cannot be
printed or transmitted
electronically to the vendor. In
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Click on the blue cancel icon ( ) to close the Performance Assistant window, then click
on the red cancel icon ( ) to close the message window. Click on the save icon ( ) to
save the PO:
Click on the save icon, which will

produce the following pop-up window
Because we checked the PO,

we know that the system
message refers to the output
not being configured, so click
on Save to save the PO
Clicking Save on the pop-up window will save the PO. The SAP system will then assign
a PO number to this new purchase order:
Click on the exit icon (
) to return to the SAP Easy Access screen.
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Exercise MM 2: Create a Goods Receipt for the Purchase Order
After Great Lakes Supply receives the PO, they will ship the bikes to GBI plant ##A2.
Employees at the plant will need to inspect the delivery to insure that the correct
quantities of the correct bikes have been received in good condition. Once the bikes for
the PO have been counted and inspected, this goods receipt will need to be recorded in
the SAP system. To do this, follow the menu path:
LogisticsMaterials ManagementInventory Management
Goods MovementGoods ReceiptFor Purchase Order
GR for Purchase Order (MIGO):
Click on the search icon for

the purchase order field
Click on the search icon for the Purchase Order field, then select to search for
purchasing documents by vendor:
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The vendor number should be entered

by default. If not, you can specify your
Purchasing Organization (##A1) to find
any purchase orders you have created
Click on the enter icon to

execute the search
Executing the search will find your purchase order:
Double-click on the purchase order to select it
Purchase order number is now entered
Click on the enter icon to call up

details from the purchase order
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After clicking on the enter icon (
get the following screen:
) to call up details from the purchase order, you will
Make sure the detail data

is not being displayed.
Check the OK box and enter 30 for

the storage location for both bikes,
then click on the save icon
Check OK for both items and enter 30 for the storage location, then click on the save
icon ( ) to record the goods receipt. The system will create a goods receipt document
and display the document number in a message:
Note: If one of the lines from the purchase order is grayed out, make sure the detail
data is not being displayed.
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Exercise MM 3: Create an Invoice Receipt from Vendor
Typically a vendor will send an invoice to the customer requesting payment for the
goods that were shipped. In some cases, companies agree to eliminate this step and
have the customer pay after goods receipt. In this exercise, we will assume that Great
Lakes Bike Supply has mailed a paper invoice to GBI requesting payment. The receipt
of this paper invoice has to be recorded in the SAP system before payment can be
made to Great Lakes. To record the receipt of the invoice, follow the menu path:
LogisticsMaterials ManagementLogistics Invoice Verification
Document EntryEnter Invoice
Which will produce the following screen:
Use the F4/F2 key combination to enter

todays date, enter 32250 for the
amount, then click on the search icon in
the purchasing document text box
After entering todays date for the invoice date and 32250 for the amount, click on the
search icon for the purchasing document text box. This will call up the following screen:
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Click on the search icon for the

Vendor text box.
Make sure you do not select
the invoicing party text box
After clicking on the search icon for the Vendor text box you will get the following pop-up
search window:
Select the Vendors by Company

Code tab, enter ##A1 for Company
Code, then click on the enter icon
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After clicking on the enter icon, you will get a list of vendors for GBI:
Double-click on Great Lakes

Bike Supply to select it
After finding the vendor number for Great Lakes Bike Supply, click on the execute icon (
) to search for purchasing documents:
Click on the execute icon to search for

purchasing documents for Great Lakes Bikes
After clicking on the execute icon, the following screen will appear:
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Click on the check mark, then click on the copy icon

Clicking on the copy icon will copy the PO number into the invoice screen:
The PO number is now copied into the

purchasing document field. Click on the enter
icon to call up the details from the PO document
After finding the PO document number, click on the enter icon to call up the details from
the purchase order. The invoice screen will look like the following:
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The detailed items from the PO are

now displayed and the balance is
zero. Click on the simulate icon.
Clicking on the simulate icon (

transaction:
) will show the general ledger accounts affected by this
The accounts payable account will be credited

$32,250, and the Goods Receipt/Invoice
Receipt account will be debited $32,250.
Click on the Post icon to complete the invoice
receipt process.
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When the goods receipt was posted, accounting transactions were performed
automatically the the SAP system. The inventory account for trading goods (2011##)
was debited $32,250 to represent the increase in inventory value. Because these bikes
were not free, a credit of $32,250 was applied to Goods receipt /Invoice Receipt
account (3101##) to recognize the liability. By recording the receipt of the invoice, the
Goods Receipt/Invoice Receipt account is cleared by debiting it by $32,250, and the
Accounts Payable account (3001##) is credited by $32,250. The receipt of the invoice
also records that this account payable amount is owed to Great Lakes Bike Supply.
Click on the Post icon ( ) to record the receipt of the invoice. The SAP system will
assign a document number to this posting:
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Exercise MM 4: Post Payment to Vendor
Paying the invoice from Great Lakes Bike Supply will create a credit to the accounts
payable account and a credit to a GBI bank account. To record the payment of the
Great Lakes Bike Supply invoice, follow the menu path:
AccountingFinancial AccountingAccounts Payable
Document EntryOutgoing PaymentPost
Make sure ##A1 is entered for

Company Code and USD is
entered for Currency/Rate
Use the F4/F2 key to enter todays

date for the document date
Enter 1001## for the bank
account and 32250 for the amount
Click on the search icon in the
account field to search for Great
Lakes Bike Company
After entering the data shown above, click on the search icon for the account field under
Open item selection. This will produce the following pop-up search window:
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Select the Vendors by Company

Code tab, enter ##A1 for company
code, then click on the enter icon
Search for Great Lakes Bike Company using the Vendors by Company Code tab, which
will produce a list of vendors for GBI:
Double-click on Great Lakes

Bike Supply to select it
Double-clicking on the Great Lakes Bike Supply line will enter the vendor number in the
Post Outgoing Payment screen:
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Click on the Process open

items icon to find the invoice for
Great Lakes Bike
Clicking on the Process open items icon will produce the following screen:
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Double-click on the USD Gross amount

until the not assigned quantity is zero, then
click on the save icon.
It is possible that there would be more than one invoice to be paid to a vendor, and this
screen allows the user to select which invoices the payment is to be applied to. In this
case, the payment is to be applied to only one invoice. Double-click on the line with the
invoice until the Assigned quantity is 32,250 and the Not assigned amount is zero.
When this is accomplished, click on the save icon ( ) to post the payment. The SAP
system will assign a document number to this payment:
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Exercise MM 5: Display Vendor Line Items
In this exercise, the accounting transactions related to the invoice receipt and payment
will be reviewed. To do this, follow the menu path:
AccountingFinancial AccountingAccounts PayableAccount
Display/Change Line Items
Click on the Vendor account text

box, then click on the search icon
Click on the search icon for the Vendor account text box, which will call up the following
search window:
Search for Great Lakes Bike

Supply using the Vendor by
Company Code tab
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After finding the vendor number for Great Lakes Bike, make sure the following data is
entered in the initial screen:
Make sure that your company

code is entered, select All items,
then click on the execute icon
Clicking on the execute icon will produce the following screen:
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Select the line with document type

RE, then click on the display icon
Select the line with document type RE (Invoice) and click on the display icon (
will produce the following screen:
). This
Click on the overview icon to

see the general ledger accounts
affected by posting the invoice
Clicking on the overview icon (

the invoice posting:
) will display the general ledger accounts impacted by
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Note the postings to the GR/IR

and accounts payable accounts
that were created in task MM3
Click the back icon (
), then select the vendor payment line KZ:
Deselect the RE line and select the KZ

line, then click on the display icon
Select only the KZ line and click on the display icon (
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):
Click on the overview icon
Clicking on the overview icon ( ) will display the general ledger accounts impacted by
the payment to Great Lakes Bike Supply:
Paying the vendor reduced the accounts

payable account by $32,250 and also reduced
our checking account balance by $32,250.
Click on the exit icon three times (
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Exercise MM 6: Create a New Vendor
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Exercise MM 7: Create Material Master for Trading Goods
Exercise MM 8: Display Stock/Requirements List
Exercise MM 9: Create a Purchase Requisition
Exercise MM 10: Display Stock/Requirements List
Exercise MM 11: Create Requests for Quotation for Your Requisition
Exercise MM 12: Maintain Quotations from Vendors
Exercise MM 13: Evaluate Quotations on Price
Exercise MM 14: Rejecting Quotations
Exercise MM 15: Create a Purchase Order Referencing an RFQ
Exercise MM 17: Verify the Physical Receipt of Goods
Exercise MM 18: Create an Invoice Receipt from Vendor
Exercise MM 19: Display Purchase Order History
Page 29

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SAP PLM

Global Bike Company

(Version 1.0 Release March 2008)

GLOBAL BIKE INCORPORATED OVERVIEW

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Click on the Org. Data tab, then

Click on the Vendor search icon

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Select the Vendors by Company Code tab,

Select Great Lakes Bike Supply by

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Click on the material field in the first

Select the Sales material by

The material search will produce the following list of bikes:

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Select the Kids 10 bike by

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

), then click on the

Note the total cost for the PO: $32,250

Review the cost details for the particular bike

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Click on the check icon and review the message

Click on the question mark icon

The detailed message provides more information:

The system has not been

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Click on the save icon, which will

Because we checked the PO,

Click on the exit icon (

) to return to the SAP Easy Access screen.

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

Click on the search icon for

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

The vendor number should be entered

Click on the enter icon to

Executing the search will find your purchase order:

Double-click on the purchase order to select it

Purchase order number is now entered

Click on the enter icon to call up

Version 1.0 Release March 2008

SAP University Alliance Program

GLOBAL BIKE INCORPORATED OVERVIEW

) to call up details from the purchase order, you will

Make sure the detail data

Check the OK box and enter 30 for

) to return to the SAP Easy Access screen.