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Chapter 5: Accounting in ERP Systems
TRUE/FALSE
3. When a company has an ERP system the general ledger is maintained by the ERP system.
4. The SAP ERP system has a module called Accounting and Finance.
5. In SAP ERP access to general ledger accounts is spread over many modules.
6. In a manufactured item, the cost of heating the plant would be considered part of the item's raw
materials.
7. In a manufactured item, the cost of heating the plant would be considered part of the item's overhead.
8. Using standard costs to accumulate manufacturing costs means that the company does not have to keep
track of actual manufacturing costs.
9. Activity based costing is a way of treating overhead costs more like direct costs.
10. Activity based costing means keeping track of instances of activities as well as their costs.
11. Having ERP will let a company use more cost allocation bases.
12. Having ERP will require a company to restrict the number of cost allocation bases.
ANS: F PTS: 1 REF: 133
13. In an ERP system, data does not flow from one module to another.
14. In SAP ERP an event's "document flow" can be accessed from any SAP ERP screen.
15. SAP ERP's management reporting tools use data in data warehouses.
16. The capability of viewing summary information and then being able to look at details behind the
summary is known as data mining.
17. The US Congress passed the Sarbanes-Oxley Act of 2002 in response to the fraud and abuse in the
Enron collapse.
20. User authorizations help prevent fraud and abuse by employees paying fictitious vendors.
21. Tolerance groups allow for limiting the authority of employees over certain amounts of transactions.
26. Another name for an income statement is a profit and loss statement.
27. In an ERP system, the balance sheet and P&L statements are database reports.
28. Managerial accounting deals with determining the costs and profitability of the company’s activities.
29. In the SAP ERP system, inputs to the general ledger occur simultaneously with input of business
transactions to the various modules.
32. The key feature of any ERP system is the ability to drill down from a report to the source documents
(transactions) that created it.
MULTIPLE CHOICE
1. Periodically, companies summarize the balances in the books of account. This process is called: ____.
a. Cost accounting d. Closing the books
b. Account closure e. Statement wrap-up
c. Periodic closure
ANS: D PTS: 1 REF: 119
2. Assume a company records its transactions in an ERP system. On the shop floor, a production run has
just been finished and the finished goods are transferred to the warehouse for storage. What would a
likely way be to tell the ERP system about this event?
a. The bar codes on the goods are scanned as they enter the warehouse. The data generated is
passed to the ERP database electronically.
b. A Production clerk summarizes the data in an Excel spreadsheet and sends the spreadsheet
to Accounting. An Accounting clerk enters the data from the spreadsheet into the ERP
program's Materials and Production modules.
c. The bar codes on the goods are scanned as they come off the production line. The data
generated is passed to the ERP system's Production module electronically. Then bar codes
on the goods are scanned as they enter the warehouse. The data generated is passed to the
ERP database electronically.
ANS: A PTS: 1 REF: 122
4. Which financial statement shows account balances such as, cash held, amounts owed to the company
by customers, the cost of raw materials and finished goods inventory?
a. Income statement c. Tolerance group
b. Balance sheet d. Year end report
ANS: B PTS: 1 REF: 118
5. Assume that a buyer calls a seller to order $3,000 worth of goods and her credit limit is $10,000. If
the sellers accounts receivable is already $8,500, how much of the new order will be accepted?
a. The entire amount c. No amount
b. $1,500 only d. $10,000 only
ANS: B PTS: 1 REF: 123
6. ____ are often allocated based on total machine hours or total labor hours.
a. Direct costs c. Overhead costs
b. Plant costs d. Manmade costs
ANS: C PTS: 1 REF: 128
7. In ____, activities associated with overhead cost generation are identified and then records are kept on
the costs and on the activities.
a. ABC, activity-based costing c. ROTM, run of the mill costing
b. BOC, backoffice costing d. POC, plant operation costing
ANS: A PTS: 1 REF: 132
8. Each transaction in SAP ERP gets its own unique number. This is known as: ____.
a. Uniqueness numbering c. Auditing codes
b. Document flow d. Unique codes
ANS: B PTS: 1 REF: 136
12. In an ERP system, the balance sheet and P&L statements are: ____.
a. Generated yearly c. Reports
b. Not available d. Modules
ANS: C PTS: 1 REF: 120
14. Given that the cost of manufacturing NRG-A bars is $0.72 per bar, how much does FS need to charge
to make a profit of $0.25?
a. $1.00 c. $0.97
b. $0.99 d. $1.25
ANS: C PTS: 1 REF: 130
15. For Fitter Snacker, the sum of direct materials, production overhead, and direct labor is the ____.
a. COGM - cost of goods manufactured c. COGP - cost of goods produced
b. COGS - cost of goods sold d. COGS - cost of goods shipped
ANS: A PTS: 1 REF: 130
17. The two key pieces of information for a cost analysis is the direct material and the direct ____.
a. Labor c. Driver
b. Overhead d. Selling cost
ANS: A PTS: 1 REF: 131
18. If Fitter Snacker’s cost of making a case of bars is $209.82, and there are 24 bars to a box and 12
boxes to a case, how much money does it cost Fitter Snacker to make each individual bar?
a. $17.49 c. $8.74
b. $1.00 d. $0.72
ANS: D PTS: 1 REF: 130
COMPLETION
3. Any business events that occur between companies and their subsidiaries are known as
____________________.
4. With a properly configured and managed ERP system, there are direct links between the company’s
____________________ and individual transactions that make up the statements, so that fraud and
abuse can be detected more easily.
SHORT ANSWER
1. A manufactured item has three cost elements. State what they are and briefly explain the nature of
each.
ANS:
Cost of (1) raw materials; (2) direct labor; (3) overhead. Overhead is the cost of making goods that is
indirectly associated with specific items, for example heating and light.
2. Assume a company has many foreign-based subsidiaries. In what ways can ERP improve preparation
of consolidated financial statements?
ANS:
By (1) translating from foreign to US currency rapidly and accurately; (2) by eliminating
inter-company transactions.
3. In a company that has an ERP system the accountants talk in terms of "data flows between modules"
and "sharing data between modules". Why are the accountants speaking imprecisely? I.e., why are
"data flows between modules" and "sharing data between modules" misnomers if an ERP system is
used?
ANS:
The data is not shared. It's available to all modules in one database. There is no need to pass the data
back and forth ("I let you have a copy of my data for your use"). Everyone can see the data in the
database.
4. How does ERP facilitate "drilling down" to see the details of transaction data?
ANS:
(1) Transaction details are associated with their document number. Click the number, see the details.
(2) Numbers are linked in an audit trail, so that details can be shown in sequence or other relationship.
(3) Further, document flow data is available from any SAP ERP screen.
5. Assume Fitter Snacker's existing information systems are in place. FS has a customer called First State
TastyBars. Here is the background data on FS and First State TastyBars:
Product NRG-A
Amount 10 cases (288 bars/case)
Price List
Ship to First State TastyBars headquarters
Date desired 4/25/2001
Next invoice number A1200
Customer Purchase Order Number FST 1003
Purchase order FST 988 for 3 cases (864 bars) of NRG-A. This order is in the FS sales
order-entry program, but Accounting has not been told about it yet.
A check from FST for $5184 was received in yesterday's mail and entered into Accounting's
PeachTree program. The check applies to some March 2001 orders. The list of accounts
receivable balances that Marketing uses does not reflect this payment.
a. Given the state of FS's systems, will credit be granted or denied on the current order (purchase order
FST 1003)?
b. What is the actual First State TastyBars accounts receivable balance (without considering the
current order)?
c. If the FS systems processed transaction data in a more timely way would credit be granted or
denied? Why?
ANS:
(a) No. $15000 + $2880 = $17880, which exceeds the $17000 limit.
(b) $15000 + $864 unrecorded sale - $5184 cash not shown in AR listing = $10680 actual AR
exposure.
(c) $10680 actual AR + $2880 current order = $13560, which is less than the $17000 limit. Credit
should be granted.
ANS:
When a transaction is recorded in SAP ERP, simultaneously the general ledger is updated in real-time.
7. What are the two main accounting challenges when closing the books for companies with overseas
subsidiaries?
ANS:
Accounts stated in a foreign currency must be converted to the parent company’s currency.
Transactions between companies and their subsidiaries must be eliminated from the accounts.
8. What is the significance of the following screen in SAP from an Accounting standpoint?
ANS:
When an ERP system is used, all transactions in all areas of a company, get posted in a central
database. Each transaction that gets posted gets its own unique number, called a document number.
This number allows quick access to the data. If you need to look up a transaction online, you do so by
referencing the document number, which acts as an index to the appropriate database table entries.
9. Why is developing product costs in a large company such a time-consuming task? Why is an
integrated system an advantage?
ANS:
There may be thousands of complicated products, and the task of gathering the required information
and insuring its accuracy can be a major challenge. An integrated system is an advantage because
timely, accurate information is available in the system.
10. List ways in which an ERP system can prevent or minimize fraud in a company.
ANS:
Archiving
User authorizations
Tolerance Groups
Financial Transparency
ESSAY
1. Explain how activity based costing would be implemented using an ERP system. In doing that, explain
the advantage of using ERP with activity based costing.
ANS:
2. Explain how SAP ERP built-in management reporting and analysis tools are an advantage to an
organization.
ANS:
Accounting records are maintained in the common database. The advantage of using a database
is the ability to query the records to produce standard reports as well as answer ad hoc
questions. An ad hoc question is one that is spontaneous. For example, a Fitter Snacker manager
might run into an analyst's office and ask for an immediate sales report for the third quarter,
snack bar division, by product. Traditional accounting packages are not optimized to set up and
execute queries against accounting records, but database packages are. Therefore, when the
records are kept in a database, the user gets a double benefit. The records can be kept in an
accounting package and the records can be queried because of the built-in database language.
Thus, if a user wants to identify customer 1002’s 10 largest orders in the past year, a query
could be executed to show the answer. In principle, this query could directly access the
transaction records to get the answer. In practice, this would mean that analysts running queries
would be accessing the records at the same time as current transactions are being recorded. This
competition can slow down processing in even a large database, such as those used by ERP
packages.
SAP’s solution to this problem is to provide a data warehouse within each major module.
Analysts query the warehouse rather than the transaction database. For example, SAP ERP
provides the Sales Information System (SIS) tool for analysts querying the sales records and the
Logistics Information System (LIS) tool for analysts querying the logistics (shipping) records.
Both the SIS and the LIS come embedded with SAP ERP. Also, as mentioned in Chapter 2,
SAP also sells its Business Warehouse (BW) product, a completely separate information
system that extracts data from the SAP ERP system. With BW, users have great flexibility in
defining data reports and analyses in a system that does not compete for system resources with
transaction processes.
ANS:
§ Management functions
§ Any other service that the Public Company Accounting Oversight Board (PCAOB)
determines to be impermissible. The PCAOB was created in Title I of the act with
broad powers to regulate audits and auditors of public companies.
Title IV of the act is Enhanced Financial Disclosures, which specifies more stringent
requirements for financial reporting. Section 404 of Title IV requires that a public company’s
annual report contains management’s internal control report. This control report outlines
management’s responsibility for establishing and maintaining adequate internal control over
financial reporting and assesses the effectiveness of its internal control over financial reporting.
Section 409 of Title IV addresses the timeliness of reports, and may require companies to file an
SEC report within two days of a significant trigger event, for example, completion of an
acquisition or default by a major customer.
4. What are the implications of the Sarbanes-Oxley Act for ERP systems?
ANS:
Certainly the Sarbanes-Oxley Act has significant implications for a firm’s information systems.
To meet the internal control report requirement, a company must first document the controls
that are in place and then verify that they are not subject to error or manipulation.
Even the passage of the Sarbanes-Oxley Act and the availability of state-of-the-art ERP
technology cannot prevent insidious and systematic fraud similar to the Enron scandal. An ERP
system relies on a central database with accurate information. It would be more difficult to hide
fraudulent dealings with an ERP system, and perhaps Enron's problems would have been more
obvious to stakeholders of the company. But it is unlikely that an ERP system can prevent all
fraud. An integrated information system such as an ERP provides the tools to implement
internal controls as long as the system is configured and managed correctly.
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hardships traveling through the country speaking and teaching the
value of homes and the necessity of clean homes, both physically
and morally. She never tired of stressing these things and there are
many good Negro homes in South Carolina and all over the
Southland that are evidences that her efforts have not been in vain.
Martha Schofield was helpful not alone to the Negroes but also to
the whites, for good Negroes make good whites and good whites
make good Negroes.”
CHAPTER IV.
Inspired by High Ideals.
Between the years of 1865 and 1876 the severest tests were put
to the work of being done by Miss Schofield, to see whether it could
be made practical or not. By the courage with which she met and
answered them she established once and for always the truth that
the progress of light and reason can not be retarded long, no matter
by whom and for what purpose such an attempt might be
undertaken. The outrageous murders of Negroes by white men
which went on almost daily following the unwise policy of the
government at Washington in putting them in power in the South
before many of them could scarcely read or write, precipitated the
greatest excitement throughout the country. These outrages
attracted the indignation of the North and martial law was declared
all over South Carolina. This was done to enforce the rights of the
peaceable, law-abiding whites, as well as the rights of that class of
Negroes. Of course, much blame for the haughty attitude of the
Negro and the declaration of martial law was laid at the door of Miss
Schofield, whose teaching it was generally believed by the ignorant
whites, was responsible for the deplorable state of affairs that
existed. The Northern press at the time carried over her signature
many accounts of the numerous brutalities happening in and around
Aiken and she was repeatedly called to account by the leading white
people, all assuming a threatening attitude that would have put to
flight almost any other woman. But Miss Schofield would meet her
antagonists face to face and dare them to harm even one hair of her
head. She would remind them that they were all chivalrous white
gentlemen and could not under their own pretences attack her and
do her violence without surrendering every right and claim which
they might have upon knight erranty.
In a New York newspaper of the year 1876 she details one of the
murders typical of the Reconstruction period.
An old man, deaf, and dumb, who had never spoken a word or
heard a sound in all his seventy years of life sought protection and
refuge in the Schofield home. He had scarcely entered the house
before an armed body of men arrived and demanded that the old
dumb man reveal the hiding place of a certain negro whom the white
people had decided it was necessary to put to death for their own
peace and security. As he could neither hear nor talk, he answered
the threatening attitude of the crowd with unintelligent murmurs and
gestures and pointed excitedly at Miss Schofield. She explained the
condition of the man and plead earnestly with the mob for his life, but
to no purpose. They engaged him and stabbed him to death in her
back yard as he undertook to escape.
The same number of this newspaper carries instances and gives
dates of other atrocities of a most depraved character. All this served
to stimulate the growing animosity between the whites, who
regarded the outrages being committed by them as absolutely
essential to the preservation of civilization, and the Northern
immigrants or carpet-baggers, who through the Negro vote were in
power and held all of the important offices of the County and State.
Many of these disgraced with shame for the time being the offices
held for enriching themselves and impoverishing the already
impoverished and well-nigh destitute country.
Martha Schofield’s activities in broad-casting stories of these
hideous outrages and appealing for the continuance of the reign of
the military authorities in South Carolina as the only means of
making life at all safe and possible under the circumstances, drew to
her the contempt and hatred of the white people, who of all the
people on earth were best suited by reason of their position and
knowledge to assist her in her work.
The suspicion and distrust she worked under of being in sympathy
with the unscrupulous and corrupt regime in complete control of local
affairs was manifestly a serious handicap. No one more clearly than
she realized the disastrous effect their corruption would have on her
school, her work and the colored people. She knew also that it
meant defeat, in the South at least, of the great party whose triumph
in the cause of freedom had made it possible for the first time in
American history to test the possibility of elevating a lowly and much
abhorred race. These influences weighed heavily upon her heart,
and but for the courage and sternness of her nature, which seemed
never to be at its best except when acutely vexed and infinitely tried,
would have resulted in her voluntarily withdrawing from the self-
imposed task almost in its beginning.
The author shall never forget but she will always remember and
value her most priceless treasure, the tender religious emotion which
the happenings of these times provoked. They were felt keenly at the
morning service of the Schofield Normal and Industrial Institute
during her first year at this institution. How fondly does she recall
now as if the voices of angels, whose voices of three decades ago
as the whole school would sing those comforting old plantation
hymns, “Steal Away, Steal Away to Jesus,” and “Love, Come a
Twinkling Down.”
The joy, the emotion and inspiration which is felt at the moment of
writing these lines, over the probability of a similar joy in heaven, in
the heart of her who had the heroic courage and the splendid
manhood to risk her life in the unselfish and holy cause of implanting
in the Negro mind and soul that which is beautiful, noble and
sentimental, is unbounded.
The reflection that large numbers of her fellow-citizens now rejoice
with her, and the prediction that others who do not now do so will
later on, gives her likewise an even greater measure of the debt of
gratitude which all owe to the mother of the movement for the
courage to continue the work for the uplift of the Negro even at the
peril of her life.
The work of Miss Schofield was made doubly more perilous each
day by the misrule of the imported rulers of State. For these she had,
instead of sympathy, an unbridled contempt, and never failed to
express that contempt, whenever possible. But the white people
would not condescend to hear her talk, much less believe anything