This Blog is mainly on SAP Exam Questions and Selected "How-to" SAP processes

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Friday, June 27, 2025

Q&A in Class (2025-06-29) S4120

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Question: Review Network Activity for "External Activity".


Answer: In SAP Project System (PS), an externally processed activity represents work that is outsourced to external vendors or contractors, rather than being handled internally by the company. These activities involve procuring goods or services from external sources, like engaging a design agency or purchasing materials from a vendor.

Key Characteristics of External Activities:
• Outsourcing: External activities signify that a task within a project is not performed by internal resources (employees or company equipment).
• Procurement Focus: They are typically associated with the procurement process, where the purchasing department is involved in acquiring the necessary goods or services.
• External Resources: These activities involve working with external vendors, contractors, or service providers.

See the following Blog posts: 

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Question: Project System Accounting overview.


Answer: SAP Project System (PS) is a module within SAP's enterprise resource planning (ERP) system that manages projects from initiation to completion, including financial aspects like costs, revenues, and budgeting. It integrates with other SAP modules such as FI (Financial Accounting), CO (Controlling), and MM (Materials Management) to provide a comprehensive project management solution. In essence, SAP Project System accounting provides a framework for managing the financial aspects of projects, from initial planning and budgeting to cost control, revenue recognition, and reporting, while ensuring seamless integration with other critical SAP modules.

Key Aspects of SAP Project System Accounting:
• Project Structures: SAP PS allows for the modeling and organization of projects using structures like work breakdown structures (WBS).
• Cost Planning and Control: It enables detailed planning of project costs, including materials, labor, and external services, and provides tools for monitoring and controlling actual costs against the planned budget.
• Revenue Planning and Recognition: PS facilitates the planning and tracking of project revenues, including milestone billing and revenue recognition.
• Budget Management: The module supports budgeting at various levels within a project structure, allowing for budget allocation, monitoring, and variance analysis.
• Integration with Financial Accounting (FI): SAP PS integrates with FI to manage financial transactions related to projects, such as postings for costs, revenues, and assets.
• Integration with Controlling (CO): Integration with CO allows for cost analysis and allocation to different cost objects within a project.
• Integration with Materials Management (MM): PS integrates with MM to manage materials procurement and consumption within a project.
• Reporting and Analysis: SAP PS provides a range of reporting tools to analyze project performance, including cost variance, revenue recognition, and budget utilization.
• Investment Projects: SAP PS can be used for managing investment projects, which involve the acquisition of assets and their subsequent capitalization.
• Logistics Projects: PS also supports logistics projects, such as those related to production planning (PP) and plant maintenance (PM).
  
Video Resources on PS Accounting:

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Homework#1: Project WBS without Network Copy from Template/Standard WBS without Network.

(remember to use the different techniques taught in class to create the objects eg: use the Template below the Structure on the left, use Right click on the object, or use the Hierarchical Structure etc.) (Note that XX is your Group ID, for example if you are Group 20 then XX is 20). 


  1. Copy from Template/Standard WBS without Network.
    • Project Definition & Top-level WBS description as "Project I/91XX w/o Network".
    • Use CJ20N. 
    • Copy Template/Standard Project "I/1000" to new Project "I/91XX". 
    • Delete WBS I/91XX-4 (also Delete the levels below it). 
    • Use different methods to Append the following new WBS in the Structure:
      • Append WBS I/91XX-1-4 with description "Setup Quality Assurance Team". 
      • Append WBS I/91XX-2-3 with description "Prototype". 
      • Append WBS I/91XX-2-4 with description "Finalization of Blue Print". 
      • Append WBS I/91XX-3-3 with description "Testing". 
      • Append WBS I/91XX-3-4 with description "UAT". 
      • Append WBS I/91XX-3-5 with description "Data Conversion". 
      • Append WBS I/91XX-3-6 with description "Go-Life". 
    • At the Project Definition level, use "Mass Change" to change all WBS the the Structure
      • Applicant no as "000000XX" (Pers. XX). 
      • Person Responsible as "000000XX" (Pers. XX). 
      • Responsible Cost Center as "1110" with Controlling Area "A000". 
      • Required Cost Center as "1110" with Controlling Area "A000". 
Click here to view as Google Doc 

Click here to view of the Screenshots as a Guide
https://docs.google.com/presentation/Exercise1 Guide/

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Homework#2: Project WBS without Network Create own Project WBS only without Network.

(remember to use the different techniques taught in class to create the objects eg: use the Template below the Structure on the left, use Right click on the object, or use the Hierarchical Structure etc.) (Note that XX is your Group ID, for example if you are Group 20 then XX is 20).  

  1. Create own Project WBS only without Network.
    • Project Definition & Top-level WBS description as "Project I/92XX w/o Network".
    • Use CJ20N. 
    • Use Project Profile "ZPISP01 Investment Project".
    • Use Code "I/92XX" as the Project Definite (XX = Group ID in Class), eg: I/9220.
    • Create Top-level WBS using same Code of "I/92XX" with an appropriate Description.
    • Create the following WBS: 
      • I/92XX-1 with description "Stage 1 - Preparation".
        • I/92XX-1-1 with description "Preparation".
        • I/92XX-1-2 with description "Sign off".
      • I/92XX-2 with description "Stage 2 - Planning".
        • I/92XX-2-1 with description "Plan for Materials".
        • I/92XX-2-2 with description "Plan for Services".
      • I/92XX-3 with description "Stage 3 - Execution". 
        • I/92XX-3-1 with description "Installations Preparations".
        • I/92XX-3-2 with description "Installations".
      • I/92XX-4 with description "Stage 4 - Finalization".
        • I/92XX-4-1 with description "Inspection".
        • I/92XX-4-2 with description "Closing".
    • Make sure All WBS set with Operative Indicator "Planning Element" & "Account Assignment Element".
    • Also set WBS I/91XX-4-2 as "Billing Relevant".
    • Use Project Definition level's "WBS Overview" to check all the Operative Indicators are set correctly ie: the "Planning Element", "Acct Assignment Element" & "Billing" indicators. 
    • Use Project Definition level's "WBS Overview" to assign Personal Responsible "000000XX" (eg: XX=20 for Group 20).
Click here to view as Google Doc 
https://docs.google.com/document/Project I/92XX/

Click here to view of the Screenshots as a Guide
https://docs.google.com/presentation/Exercise 2 Guide/

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Homework#3: Project WBS without Network Copy from Operative/Actual WBS without Network.

(remember to use the different techniques taught in class to create the objects eg: use the Template below the Structure on the left, use Right click on the object, or use the Hierarchical Structure etc.) (Note that XX is your Group ID, for example if you are Group 20 then XX is 20).  


  1. Copy from Operative/Actual WBS without Network. 
    • Project Definition & Top-level WBS description as "Project I/93XX w/o Network".
    • Use CJ20N. 
    • Copy from Actual Project "I/92XX" to new Actual Project "I/93XX" (Make sure the Project Profile is EMPTY and click "Template Profile Data". 
    • Delete the entire WBS I/93XX-4 "Stage 4 ...". 
    • Append WBS I/93XX-3-3 with description "Inspection" (use Hierarchical Graphic).
    • Append WBS I/93XX-3-4 with description "Project Closure" (use Hierarchical Graphic).
Click here to view as Google Doc 

Click here to view of the Screenshots as a Guide

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Homework#4: Project WBS with Network Copy from Template/Standard WBS with Network.

(remember to use the different techniques taught in class to create the objects eg: use the Template below the Structure on the left, use Right click on the object, or use the Hierarchical Structure etc.) (Note that XX is your Group ID, for example if you are Group 20 then XX is 20).  

  1. Copy from Template/Standard WBS with Network.
    • Project Definition & Top-level WBS description as "Project F-910XX with Network".
    • Use CJ20N. 
    • Copy Template/Standard Project "F-10000" to new Project "F-910XX" and use Project Profile "ZPSLP01 Logistics Project", SAVE and check the Network Header number generated. 
    • Add Network Activity "0040" to "F-910XX.1" as Internal Activity:
      • Use Same Work Center as Activity "0030", enter 10 Hours and 2 Days Duration.
    • Add Network Activity "0050" to "F-910XX.1" as Internal Activity: 
      • Use Same Work Center as Activity "0030", enter 4 Hours and 0.5 Day Duration.
    • Add Network Activity "0065" to "F-910XX.2" as External Activity: 
      • Use Info Record "5500000020". 
      • Activity Quantity is 2 Hours. 
      • Note the Price per Hour from the Info Record: 
    • Add Network Activity "0105" to "F-910XX.3" as Service Activity: 
      • Use Activity Number (Service Master) "E-1203A" (PS: External Service Activity). 
      • Enter 4 Hours. 
    • Add Network Activity "0140" to "F-910XX.5" as Cost Activity:. 
      • Enter a Planned Cost of your choice. 
    • Use "Network Graphics" to define Relationship between Activities:
      • "FS" relationship between Activity 0030 and 0040.
      • "FS" relationship between Activity 0030 and 0050. 
      • Remove existing Relationship from Activity 0030 to Activity 0060.
      • "FS" relationship between Activity 0040 and 0060. 
      • "FS" relationship between Activity 0050 and 0060. 
      • Remove existing Relationship from Activity 0060 to Activity 0070.
      • "FS" relationship between Activity 0060 and 0065. 
      • "FS" relationship between Activity 0065 and 0070. 
      • Remove existing Relationship from Activity 0080 to Activity 0110.
      • Remove existing Relationship from Activity 0090 to Activity 0110.
      • Remove existing Relationship from Activity 0100 to Activity 0120.
      • "FS" relationship between Activity 0080 and 0105. 
      • "FS" relationship between Activity 0090 and 0105. 
      • "FS" relationship between Activity 0100 and 0105. 
      • "FS" relationship between Activity 0105 and 0110. 
      • "FS" relationship between Activity 0105 and 0120. 
      • Remove existing Relationship from Activity 0130 to Activity 0150.
      • "FS" relationship between Activity 0130 and 0140. 
      • "FS" relationship between Activity 0140 and 0150.  
    • Add a PS Text (Text Type "02" General Comment" with Text of your choice to WBS "F-910XX" (Language "EN" and Description "Project F-910XX").
    • Add a Milestone with Usage "00002 (Start Specification)" to WBS "F-910XX.1" (Language "EN" with Description "Start Specification"). 
    • Add a Milestone with Usage "00005 (Finish Execution)" to Activity "0130" (Language "EN" with Description "Finish Execution"). 
    • Make sure you also set Person Responsible and Applicant no to "000000XX"
Click here to view as Google Doc 

Click here to view of the Screenshots as a Guide
https://docs.google.com/presentation/Exercise4 Guide/

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Homework#5: Project WBS with Network Create own Project WBS with Network.

(remember to use the different techniques taught in class to create the objects eg: use the Template below the Structure on the left, use Right click on the object, or use the Hierarchical Structure etc.) (Note that XX is your Group ID, for example if you are Group 20 then XX is 20).  


  1. Create own Project WBS with Network.
    • Project Definition & Top-level WBS description as "Project F-920XX with Network".
    • Use CJ20N. 
    • Use Project Profile "ZPSLP01 Logistics Project".
    • Use Code "F-920XX" as the Project Definite (XX = Group ID in Class), eg: F-92007.
    • Create Top-level WBS using same Code of "F-920XX" with an appropriate Description.
    • Create the following WBS: 
      • F-920XX.1 with description "Stage 1 - Preparation".
      • F-920XX.2 with description "Stage 2 - Planning".
      • F-920XX.3 with description "Stage 3 - Execution". 
    • Create a Network Header at the Top-level WBS F-920XX" with description of your choice. 
    • Create Activities for WBS F-920XX.1:
      • Activity 0010 "Internal" with Description "Scoping Work".
        • Work Center "P-ENG" 
        • 12 Hours of Work
        • 4 Days Duration
      • Activity 0020 "Internal with Description "Preparation".
        • Work Center "P-ENG" 
        • 24 Hours of Work
        • 6 Days Duration
    • Create Activities for WBS F-920XX.2:
      • Activity 0030 "Internal" with Description "Execution Starts here".
        • Work Center "P-ENG". 
        • 8 Hours of Work.
        • 1 Day Duration.
      • Activity 0040 "Cost" with Description "Other Buffer Costs Planning". 
        • Enter a Planned Cost of 1000 EUR.
      • Activity 0050 "External"with Description "External Work".
        • Use Info Record "5500000020". 
        • Activity Quantity is 4 Hours. 
    • Create Activities for WBS F-920XX.3:
      • Activity 0060 "Service" with Description "External Inspection Service".
        • E-1300 as the Activity Number (Service Master).
        • 3 Hours of Work.
      • Activity 0070 "Internal" with Description "Closing Ceremony". 
        • Work Center "P-ENG". 
        • 2 Hours of Work.
        • 1 Day Duration.
    • Use "Network Graphics" to define Relationship between Activities:
      • "FS" relationship between Activity 0010 and 0020.
      • "FS" relationship between Activity 0020 and 0030. 
      • "FS" relationship between Activity 0020 and 0040. 
      • "FS" relationship between Activity 0020 and 0050. 
      • "FS" relationship between Activity 0030 and 0060. 
      • "FS" relationship between Activity 0040 and 0060. 
      • "FS" relationship between Activity 0050 and 0060. 
      • "FS" relationship between Activity 0060 and 0070. 
    • Add a PS Text with Text of your choice to WBS "F-9210XX" (Text Type "02 General Comment" with Language "EN" and Description & Long Text as "Project F-920XX").
    • Ensure all WBS are set with "Account Assignment" and "Planning" Element. 
    • Ensure the WBS F-920XX.3 is set with "Billing" Element.
Click here to view as Google Doc 

Click here to view of the Screenshots as a Guide
https://docs.google.com/presentation/Exercise 5 Guide/
  
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Homework#6: Project WBS with Network Copy from Operative/Actual WBS with Network. 

(remember to use the different techniques taught in class to create the objects eg: use the Template below the Structure on the left, use Right click on the object, or use the Hierarchical Structure etc.) (Note that XX is your Group ID, for example if you are Group 20 then XX is 20).  

  1. Copy from Operative/Actual WBS with Network. 
    • Project Definition & Top-level WBS description as "Project F-930XX with Network".
    • Use CJ20N. 
    • Copy from Actual Project "F-920XX" to new Actual Project "F-930XX (Make sure to use Project Profile "ZPSLP01 Logistics Project". 
    • SAVE. 
    • Now that you have familiarity of PS Structuring. 
    • Plan out some changes to the Network Activities like example: 
      • Add "Internal" Activity "0015" between 0010 and 0020. 
        • Assign to WBS F-930XX.1.
        • with Activity Description "Check 1".
        • Work Center "P-ENG" for 4 Hours and 0.5 Days Duration.
      • Add "Internal" Activity "0062" between Activity 0060 and Activity 0070. 
        • Assign to WBS F-920XX.3.
        • with Activity Description "Check 2".
        • Work Center "P-ENG" for 8 Hours and 1 Days Duration.
      • Add "Internal" Activity "0064" between Activity 0060 and Activity 0070. 
        • Assign to WBS F-920XX.3.
        • with Activity Description "Check 3".
        • Work Center "P-ENG" for 12 Hours and 2 Days Duration.
      • Add "Service" Activity"0066" between Activity 0060 and Activity 0070. 
        • Assign to WBS F-920XX.3.
        • with Activity Description "External Service Activity". 
        • E-1203A as the Activity number or Service Master.
        • Panned for 1 Hour.
      • Add "Service" Activity "0068" between Activity 0060 and Activity 0070. 
        • Assign to WBS F-920XX.3.
        • with Activity Description "Security Check". 
        • E-1302 as the Activity number or Service Master.
        • Planned for 1 Hour.  
    • Use the Network Graphics to establish the following Activity Relationships: 
      • Remove Relationship between Activity 0010 and Activity 0020. 
      • Set "FS" Relationship between Activity 0010 and Activity 0015. 
      • Set "FS" Relationship between Activity 0015 and Activity 0020. 
      • Remove Relationship between Activity 0060 and Activity 0070. 
      • Set "FS" Relationship between Activity 0060 and Activity 0062. 
      • Set "FS" Relationship between Activity 0062 and Activity 0070. 
      • Set "FS" Relationship between Activity 0060 and Activity 0064. 
      • Set "FS" Relationship between Activity 0064 and Activity 0070. 
      • Set "FS" Relationship between Activity 0060 and Activity 0066. 
      • Set "FS" Relationship between Activity 0066 and Activity 0070. 
      • Set "FS" Relationship between Activity 0060 and Activity 0068. 
      • Set "FS" Relationship between Activity 0068 and Activity 0070.
    • Assign Milestone to Activity 0070.
      • Usage key "ZPS03" with Description "Final Activity". 
      • Set "Milestone" in Usage section. 
      • Set "Sales Document Date" in Usage section. 
      • Set "Percentage of Completion" as 100%. 
      • Set "Invoice Percentage" as 100%. 
Click here to view as Google Doc 

Click here to view of the Screenshots as a Guide
https://docs.google.com/presentation/Exercise 6 Guide/

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