overhead cost controlling enduser training manual

CO_01 Overhead Cost Controlling Version - 01

Saudi Arabian Airlines

OVERHEAD COST

CONTROLLING

CO_01

USER TRAINING MANUAL

2008 Version: 01

CO_01 Overhead Cost Controlling Version - 01 2

Overhead Cost Controlling

Contents

Overhead Cost Controlling ...........................................................................................2

1. Course Introduction............................................................................................5

2. Curriculum..........................................................................................................6

2.1 Pre Requisite Training.............................................................................6

2.2 Controlling Course Curriculum ................................................................6

3. Controlling Process Overview ............................................................................7

4. Business Impact.................................................................................................8

4.1 Key Impacts.............................................................................................8

4.2 Glossary ..................................................................................................8

4.3 Post Go Live Support Process ................................................................8

5. Practical Component..........................................................................................9

5.1 Unit 1: Cost Center Accounting........................................................................12

5.1.1 Cost Center – Master Data...........................................................................13

Exercise 1: Process for Creation of Cost Center – KS01.................................14

Exercise 2: Process for Change / Display Cost Center – KS02/KS03..............18

Exercise 3: Process for Creation of a Cost Center Group – KSH1 ..................19

Exercise 4: Process for Change a Cost Center Group – KSH2 .......................23

Exercise 5: Process for Display a Cost Center Group – KSH3 ........................26

5.1.2 Cost Elements – Master Data.......................................................................29

Exercise 1: Process for Creation of Primary Cost Element – KA01 .................30

Exercise 2: Process for Creation of Secondary Cost Element – KA06 ............32

Exercise 3: Process for Change / Display Cost Element – KA02/KA03 ...........34

Exercise 4: Process for Creation of Cost Element Group – KAH1 ...................35

Exercise 5: Process for Change Cost Element Group – KAH2 ........................39

Exercise 6: Process for Display Cost Element Group – KAH3.........................41

5.1.3 Activity Type – Master Data..........................................................................43


Exercise 1: Process for Creation of Activity Type – KL01 ................................44

Exercise 2: Process for Change an Activity Type – KL02 ................................49

Exercise 3: Process for Display an Activity Type – KL03.................................52

Exercise 4: Process to Define Price for the Activity Type – KP26....................53

5.1.4 Statistical Key Figures – Master Data...........................................................56

Exercise 1: Process for Creation of Statistical Key Figurer – KK01 .................57

Exercise 2: Process for Change a Statistical Key Figure – KK02 ....................59

Exercise 3: Process for Display a Statistical Key Figure – KK03 .....................61

5.1.5 Transaction Based Posting...........................................................................63

Exercise 1: Manual Reposting of Costs – KB11N ............................................64

Exercise 2: Reposting of Line Items – KB61 ....................................................70

Exercise 3: Process to Perform Direct Activity Allocation KB21N ....................77

5.1.6 Period End Closing – Cost Allocation ...........................................................78

Exercise 1: Enter Statistical Key Figures – KB31N ..........................................79

Exercise 2: Distribution (Create/Change/Display) – KSV1/KSV2/KSV3...........80

Exercise 3: Execute Distribution Cycle – KSV5 ...............................................87

Exercise 4: Assessments (Create/Change/Display) – KSU1/KSU2/KSU3.......89

Exercise 5: Execute Assessment Cycle – KSU5..............................................95

5.1.7 Planning .......................................................................................................97

Exercise 1: Plan Primary Cost using Cost Element Planning – KP06..............98

Exercise 2: Plan Statistical Key Figures – KP46 ............................................102

Exercise 3: To Initiate Cost Center Planning from Plan to Plan – KP97.........104

Exercise 4: To Initiate Cost Center Planning from Actual Plan – KP98..........107

5.1.8 Information Technology ..............................................................................111

Exercise 1: Variance Report – S_alr_87013611 ............................................112

Exercise 2: Statistical Key Figures – Break Down Report S_alr_87013645...115

5.1.9 Unit Summary: Cost Center Accounting .....................................................119

5.2 Unit 2: Internal Order Accounting...................................................................120

5.2.1 Internal Order – Master Data......................................................................121

Exercise 1: Process for Creation of Internal Order – KO01............................122

Exercise 2: Process for Change Internal Order - KO02 .................................127


Exercise 3: Process for Display Internal Order – KO03 .................................130

Exercise 4: Process for Create Internal Order Group – KOH1.......................134

Exercise 5: Process for Change Internal Order Group – KOH2 .....................138

Exercise 6: Process for Display Internal Order Group – KOH3......................142

5.2.2 Period End Closing.....................................................................................143

Exercise: Process to Create Internal Order Settlement – KO88 ....................144

5.2.3 Planning .....................................................................................................148

Exercise 1: To Initiate Internal Order Planning – Cost Element – KO12 ........149

Exercise 2: To Initiate Budget an Overhead Cost Order – KO22 ...................151

Exercise 3: To Initiate Internal Order Planning - Cost & Activity Input – KPF6153

5.2.4 Information Technology ..............................................................................157

Exercise : Internal Order Variance Report – S_alr_87012993 .......................158

5.2.5 Unit Summary.............................................................................................161


1. Course Introduction

Controlling (CO) offers information to decision makers for planning, measuring and monitoring enterprise's operations and performance. It represents the internal accounting view of an organization.

All data relevant to cost and revenue flows are created from various sources such as Financial Accounting (FI), Materials Management (MM), and Sales and Distribution (SD). The cost and revenue flows will update FI and simultaneously create equivalent postings into CO.

As part of this process, the system assigns the costs and revenues to different CO account assignment objects like cost centers, orders, or profitability segments. The relevant accounts in FI are managed in CO as cost elements or revenue elements.


2. Curriculum

2.1 Pre Requisite Training Course Content

SAP 01 Sap Basics and Sap Navigation Training

Accounting and Finance Managerial and Financial Accounting

2.2 Controlling Course Curriculum Course Code Course Name

CO_01 Overhead Controlling

CO_02 Profit Center Accounting


3. Controlling Process Overview


4. Business Impact

4.1 Key Impacts Business Process Impact

Overhead Controlling Improved to provide supporting information to Management for the purpose of planning, reporting as well as monitoring the operations of their business. Management decision making can be achieved with the level of information provided by this module.

4.2 Glossary Terminology Meaning

SAP Software being used for business processes : System Application Products

4.3 Post Go Live Support Process Contact Telephone: 4000

Email: [email protected]

LAN : http://ahd.sv.net


5. Practical Component

The following sections will focus on exercises that will learn how to apply the SAP Overhead Controlling process to your Job.

There are a series of exercises relating to Business Scenarios, with detailed instructions and notes.

If at anytime you have any questions, please feel free to stop the Trainer and ask questions.


5.1 Unit 1: Cost Center Accounting

Master Data

5.1.1 Cost Center 5.1.2 Cost Element 5.1.3 Activity Type 5.1.4 Statistical Key Figures 5.1.5 Transaction Based Posting 5.1.6 Period End Closing 5.1.7 Planning

5.1.8 Information Technology

5.1.9 Unit Summary


5.1.1 Cost Center – Master Data

Contents:

• Exercise 1: Process for Creation of Cost Center

• Exercise 2: Process for Change / Display Cost Center

• Exercise 3: Process for Creation of a Cost Center Group

• Exercise 4: Process for Change a Cost Center Group • Exercise 5: Process for Display a Cost Center Group


Exercise 1: Process for Creation of Cost Center – KS01

A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur. You can make organizational divisions on the basis of functional, settlement-related, activity-related, spatial, and/or responsibility-related standpoints. Cost centers are grouped together into decision, control, and responsibility units. You use cost centers for differentiated assignment of overhead costs to organizational activities, based on utilization of the relevant areas and for differentiated controlling of costs arising in an organization. Input – Required Fields Field Value/Comments Cost Center Organizational unit within a controlling area that

represents a defined location of cost originate Valid From/To Date indicating as of when a Cost center is active Basic Data: Name General description of the object. Cost Center Category Indicator used to define a cost center category. Person Responsible Person responsible for the given cost center. Company Code The company code is an organizational unit within

financial accounting. Hierarchy Area To create cost centers, you require a structure in

master data maintenance to which you can assign cost centers.

Business Area Organizational unit within accounting that correspondsclearly defined segment of a business organizationresponsibility center within a company code.

Output – Results Comments Cost Center Created/Changed/Display


1. To create a Cost Centre follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting→Controlling→Cost Center Accounting→Master Data→Cost Center→Individual Processing→Create

2. On the screen “Create Cost Center: Initial Screen”, enter the Controlling area and press Save Button:

3. On the screen “Create Cost Center: Initial screen” enter the information in the

fields as specified in the table above and press Enter:

Field name Description R/O/C/N User action and values Comments

Cost Center New center number R Select the drop down arrow to view the choices available.

Valid To/From Beginning and end dates for the analysis period you are defining

R Select the drop down arrow to view a calendar.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

4. Enter’ or Press “Master Data” Icon 5. On screen “Create Cost Center: Basic Screen”, enter information in the fields as

specified in the table below:

Press “Enter” or Click on “Master Data”


Click on “Save” Button


Field name Description R/O/C/N User action and values Comments

Name Cost Center Name R Enter the name

Description Cost Center description O Enter the description

Person responsible

Responsible Person’s Name

R Enter the name

Department Enter name of the department to which the cost center belongs

O Enter the department

Cost Center category

Cost Center category R Select the drop down arrow to view the choices available.

Hierarchy Area As previously defined in the Cost Center Standard Hierarchy

R Select the drop down arrow to view the choices available.

Company Code Enter company code to which the cost center belongs


Business Area Enter business area to which the cost center belongs

C Select the drop down arrow to view the choices available.

Profit Center When Profit Center Accounting is activated.

O Enter the profit center.

This entry is optional, but if you don’t make it, you will receive a warning message.

6. Save data (Select diskette icon or F11)


Exercise 2: Process for Change / Display Cost Center – KS02/KS03

1. To change/Display a Cost Centre follows the menu path given below from the Initial

SAP Easy Access screen, double clicking the last item:

Accounting→Controlling→Cost Center Accounting→Master Data→Cost Center→Individual Processing→Change/Display

2. On the screen “Change/Display Cost Centre: Initial screen” enter the Cost centre number and press Enter:

3. Make the necessary changes

4. Save data (Select diskette icon or F11) 5. Return to Prior Screen (Select Green Arrow)


Exercise 3: Process for Creation of a Cost Center Group – KSH1

A Cost Center Group is an organizational unit storing a group of cost centers. Cost Centers with similar characteristics may be grouped together in cost center group. You can define any number of cost center groups for valuation, planning and allocation purposes as part of master data maintenance. You can also arrange cost center groups in further cost center groups, creating a cost center hierarchy. These groups could be used for consistency and ease of use in reporting, planning, allocations, etc

Input - Required Fields Field Value / Comments Cost Center Group Enter the name of the cost center group you want to create. Controlling Area If the controlling area has not already been selected during

this session a window will pop up and prompt you for your controlling area.

Output – Results Comments Cost Center Group is created The new Cost Centre group is set up and now it can be used

for attaching cost Centres or additional Cost Centre Groups. Tips and Tricks Before you create cost centers, you must define a hierarchical cost center structure (cost center group). This structure is described in Cost Center Accounting as the Standard Hierarchy. Cost centre groups can also be created using the Standard Hierarchy transaction OKEON. The system will set up the Cost Center group in the currently selected Controlling area. Execute transaction OKKS (Set Controlling Area) to ensure that the correct Controlling Area is maintained.

1. To create a Cost Centre Group follows the menu path given below from the Initial


Accounting → Controlling → Cost Center Accounting → Master Data → Cost Center Group → Create

2. On screen “Create Cost Centre Group: Initial Screen”, enter the specified information in the fields in the table below:


Field Name Description R/O/C User Action and Values Comments Cost Center Group New Cost Center

Group Name R Alpha/Numeric characters

Reference: - Cost Center group - Controlling Area

Enter a group that you want to copy from

O

(Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

3. Hit enter or Hierarchy icon to proceed.

4. On screen “Create Cost Centre Group: Structure” give your new group a description.

Hit on “Hierarchy” Icon or Press Enter to


At this point you can save it or continue and add Cost Centre Groups and/or Cost Centres to it.

5. To Add Lower level Cost Centre Groups to your new group

Put the cursor on the Cost Centre group and click on the “Lower Level” icon to begin

entering additional Cost Centre groups. Give an account description for the new groups.

Continue to build the Cost Centre Group structure by selecting the same level and Lower level icons. Any number of group levels can be created in this manner.

Field Name Description Req.

Opt. Cond.

User Action and Values Comments

Cost Center Group

Cost Center Group ID

O Enter the Cost Center Group ID’s for the lower levels



6. To Add Cost Centres to the new Cost Centre Groups

Put the cursor on the Cost Centre Group you wish to attach Cost Centres to. Cost

Centres may only be attached to the lowest level Cost Centre Groups in the hierarchy. Click on the Cost Centre icon or execute the path Edit>Cost Centre>insert cost Centre and add the cost Centres to the group. Several empty fields appear where you can enter the individual Cost Centres or range of Cost Centres to attach. Use the drop down menu to view possible selections.

NOTE: If you hit the delete icon it will delete the top level cost Centre group, not just

the item in the hierarchy that the cursor is positioned on.

Field Name Description Req.

Opt. Cond.


Cost Center Cost Center Number R Cost Center number that has been created in your controlling area.


Click here to attach Cost


Exercise 4: Process for Change a Cost Center Group – KSH2

Trigger: Change a current Cost Center Group. This process is for changing a Cost Center Group. This allows for values to be added or deleted from the group, or for other sub-groups to be added or deleted from the Cost Center group (when the group is a hierarchy).

Input - Required Fields

Field Value / Comments

Cost Center Group Enter the cost Center group that you want to change or choose it from the drop down menu.

Controlling Area If the controlling area has not already been selected a window will pop up and prompt you for your controlling area.

Output - Results Comments Cost Center group is changed

The cost Center group is updated based on the changes you made and saved to the group.

Tips and Tricks The system will search for Cost Center groups in the currently selected Controlling area. Execute transaction OKKS (Set Controlling Area) to ensure that the correct Controlling Area is maintained.


1. To change Cost Centre Group follows the menu path given below from the Initial


Accounting→Controlling→Cost Center Accounting→Master Data→Cost Center Group→Change

2. On screen “Change Cost Centre Group: Initial Screen”, enter information in the

fields as specified in the below table:

Field Name Description R/O/C User Action and Values Comments

Cost Center Group

Cost Center Group Name

R Enter the cost Center group name from the structure or use the drop down menu to pick the group you want.


3. Hit enter or Hierarchy icon to proceed

4. On Screen “Change Cost Centre Group: Structure” you will see the group you chose

along with the various sub-levels and cost centres associated with it. From this screen you may change the Descriptions of any of the Cost Centre Groups simply by typing in the new one over the old one and then saving it. You cannot change the Cost Centre descriptions; they must be changed in Cost Centre maintenance.


Field Name Description Req. Opt.

Cond.


Cost Center Cost Center Number R Cost Center number that has been created in your controlling area.

5. To delete a Cost Centres assignment to a Cost Centre Group places the cursor on

the Cost Centre to be deleted. Follow the menu path Edit>Select and the Cost Centre will be highlighted. Follow the menu path Edit>Selected Entry>Remove to remove the Cost Centre assignment. Do not use the Delete button as this may delete the entire Cost Centre Group Hierarchy rather than just removing the cost centre group or cost centre assignment. Note: If a Cost Centre was added to a Cost Centre Group as part of a range, then the individual Cost Centre can not be deleted. The Range must be deleted and then the desired Cost Centres (minus the one to be deleted) may be re-entered. If a Cost Centre was added as part of a range, the beginning and ending numbers of the range will appear on one line of the hierarchy followed by the individual Cost Centres.


7. Return to Prior Screen (Select Green Arrow)


Exercise 5: Process for Display a Cost Center Group – KSH3

Trigger: Display a current Cost Center Group. This process is for changing a Cost Center Group. This allows for values to be added or deleted from the group, or for other sub-groups to be added or deleted from the Cost Center group (when the group is a hierarchy).

Input - Required Fields Field Value / Comments Cost Center Group Enter the cost Center group that you want to display or

choose it from the drop down menu. Controlling Area If the controlling area has not already been selected a

window will pop up and prompt you for your controlling area.

Output - Results Comments Cost Center group is changed The cost Center group is displayed. Tips and Tricks The system will search for Cost Center groups in the currently selected Controlling area. Execute transaction OKKS (Set Controlling Area) to ensure that the correct Controlling Area is maintained.

1. To display Cost Centre Group follows the menu path given below from the Initial


Accounting→Controlling→Cost Center Accounting→Master Data→Cost Center Group→Display

2. On screen “Display Cost Centre Group: Initial Screen”, enter information in the fields as specified in the below table:


Field Name

Description R/O/C User Action and Values Comments

Cost Center Group

Cost Center Group Name R Enter the cost Center group name from the structure or use the drop down menu to pick the group you want.



4. On Screen “Display Cost Centre Group: Structure” you will see the group you chose along with the various sub-levels and values (Cost Centres) associated with it. From this screen you may view the Descriptions of any of the Cost Centre Groups. You cannot change the Cost Centre descriptions; they must be changed in Cost Centre maintenance.


5. Process End, Return to Prior Screen (Select Green Arrow)


5.1.2 Cost Elements – Master Data

Contents:

• Exercise 1: Process for Creation of Primary Cost Element

• Exercise 2: Process for Creation of Secondary Cost Element

• Exercise 3: Process for Change / Display Cost Element

• Exercise 4: Process for Creation of Cost Element Group

• Exercise 5: Process for Change Cost Element Group

• Exercise 6: Process for Display Cost Element Group


Exercise 1: Process for Creation of Primary Cost Element – KA01

1. To create a Primary Cost Element follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting→Controlling→Cost Element Accounting→Master Data→Cost Element→Individual Processing→Create Primary

2. On the screen “Create Cost Element (Primary): Initial screen” enter the information in the fields as specified in the table above and press Enter:

3. On the screen “Create Cost Element (Primary): Basic screen”, enter the information in the fields as specified in the table above and press Enter:




Note: Enter Information in other tabs if required.


Exercise 2: Process for Creation of Secondary Cost Element – KA06

1. To create a Secondary Cost Element follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting→Controlling→Cost Element Accounting→Master Data→Cost Element→Individual Processing→Create Secondary

2. On the screen “Create Cost Element (Secondary): Initial screen” enter the information in the fields as specified in the table above and press Enter:


3. On the screen “Create Cost Element (Secondary): Basic screen”, enter the information in the fields as specified in the table above and press Enter:


5. Return to Prior Screen (Select Green Arrow) Note: Enter Information in other tabs if required.


Exercise 3: Process for Change / Display Cost Element – KA02/KA03

1. To change/display Cost Elements follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting→Controlling→Cost Element Accounting→Master Data→Cost Element→Individual Processing→Change / Display

2. On the screen “Change/Display Cost Element: Initial screen” enter the Cost element

number and press Enter:

3. Make the required changes in the “Change” Transaction.

4. Same steps for displaying Cost Elements: T-Code: KA03


Exercise 4: Process for Creation of Cost Element Group – KAH1

Organizational unit storing a group of cost elements. Cost elements with similar characteristics may be grouped together in cost element group. You can define any number of cost element groups for valuation, planning and allocation purposes as part of master data maintenance. You can also arrange cost element groups in further cost element groups, creating a cost element hierarchy. These groups could be used for consistency and ease of use in reporting, planning, allocations, etc

Input - Required Fields Field Value / Comments Cost Element Group Enter the name of the cost element group you want to

create. Controlling Area If the controlling area has not already been selected a


Output – Results Comments Cost Element Group is created

The new Cost Element group is set up and now it can be used for attaching cost elements.

1. To create Cost Element Group follows the menu path given below from the Initial


Accounting → Controlling → Cost elements → Master data → Cost element Group → Create

2. On screen “Create Cost Element Group: Initial Screen”, enter the specified information in the fields in the table below:


Field Name Description R/O/C User Action and Values Comments Cost Element Group

New Cost Element Group Name

R Alpha/Numeric characters

Reference: - Cost

element group

- Chart of accounts

Enter a group that you want to copy from

O

(Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” =

Conditional)


4. On screen “Create Cost Element Group: Structure” give your new group a description.


At this point you can save it or continue and add cost Elements to it.

5. To Add Cost Elements to your new group

Put cursor on cost element group and click on the “Lower Level” button to begin

entering Cost Element groups. Give an account description for the group. Use the drop down menu to view possible selections. Continue to build the Cost Element Group structure by selecting the same level and Lower level icons.

When you get to the bottom level and wish to add cost elements, click on the cost element icon or execute the path Edit>Cost element>insert cost element and add the cost elements to the group.

NOTE: If you hit the delete icon it will delete the top-level cost element group, not just the item in the hierarchy that the cursor is positioned on.


Field Name Description Req. Opt. Cond

i.


Cost Element Cost Element Number

R Cost element number that has been created in your controlling area.




Exercise 5: Process for Change Cost Element Group – KAH2

This process is for changing a Cost Element Group. This allows for values to be added or deleted from the group, or for other groups to be added or deleted from the cost element group (when the group is a hierarchy).

Input - Required Fields Field Value / Comments Cost Element Group Enter the cost element group that you want to change or

choose it from the drop down menu. Controlling Area If the controlling area has not already been selected a


Output - Results Comments Cost element group is changed The cost element group is updated based on the changes you

made and saved to the group.

1. To change Cost Element Group follows the menu path given below from the Initial


Accounting→Controlling→Cost Element Accounting →Master Data→ Cost Element Group→Change

2. On screen “Change Cost Element Group: Initial Screen”, enter information in the

fields as specified in the below table:


Field Name


Cost Element Group

Cost Element Group Name R Enter the cost element group name from the structure or use the drop down menu to pick the group you want.



4. On Screen “Change Cost Element Group: Structure” you will see the group you chose along with the values associated with it. From this screen you are able to change the Description of the group simply by typing in the new one over the old one and then saving it.

5. To change/Add/Delete some of the values or create different ranges simply click on the field. To delete the current values just place your cursor in the box and then click on the “Select” icon. To add a value or range of values simply type them in the boxes provided and then click the green check mark to see them in the structure.




Exercise 6: Process for Display Cost Element Group – KAH3

This process is for displaying a Cost Element Group. This would apply to a Standard Hierarchy or an Alternative Hierarchy. This allows for various cost element groups to be viewed along with their values.

Input - Required Fields Field Value / Comments Cost Element Group Enter the cost element group that you want to change or move

or choose it from the drop down menu.

Output - Results Comments Cost element group is displayed

1. To display Cost Element Group follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting→Controlling→Cost Elements→Master Data→Cost Element Group→Display

2. On screen “Display Cost Element Group: Initial Screen”, enter information in the

fields as specified in the table below:

Field Name


Cost Element Group

Cost Element Group Name R Enter the cost element group name from the structure or use the drop down menu to pick the group you want.

Then click on the execute button.

(Note: On above table, column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)



4. You can see that you are brought to the “Display Cost Element Group: Structure”

screen. This allows you to view the structure layout for your group. 5. Save data (Select diskette icon or F11)



5.1.3 Activity Type – Master Data

Contents:

• Exercise 1: Process for Creation of Activity Type

• Exercise 2: Process for Change an Activity Type

• Exercise 3: Process for Display an Activity Type

• Exercise 4: Process to Define Price for the Activity Type


Exercise 1: Process for Creation of Activity Type – KL01

The activity type classifies the specific activities provided by a cost center along cost allocation lines. Activity inputs from a sender cost center mean that a receiver (another cost center or an order, process, and so on) is drawing on the resources of the sender cost center. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen.

Input – Required Fields Field Value/Comments Controlling Area 1000 Activity Type Valid from (Valid) to Beginning and ending dates

Output - Results Comments Create Activity Type Basic Screen

Tips and Tricks

If you need to extend the validity dates of an activity type in either direction, use this transaction to "create" the already existing activity type. If you want to extend the validity dates backwards ensure the "Valid to" date is 1 day before the existing start date. If you need to extend the validity dates forward, ensure the "Valid From" date is 1 day after the existing start date. If you fail to observe this one day rule, you risk a "gap" period where transactions are invalid.

1. To create Activity Type follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting->Controlling->Cost Center Accounting->Master Data->Activity Type->Individual Processing->Create

2. On screen “Create Activity Type: Initial Screen”, enter information in the fields as specified in the table below:


Field Name

Description R/O/C


Activity Type

6 Char. Identifier that identifies the Activity Type to be created

R

Valid From

10 Char. Identifier that defines the validity date from

R

Valid to 10 Char. Identifier that defines the validity date to

R

Copy from Activity Type

6 Char. Identifier that defines Activity type to be copied from

O

Controlling Area

4 Char. Identifier that defines the Controlling Area the activity type will be copied from.

O


3. Hit enter or Click Master Data Button icon to proceed

4. Create Activity Type: Basic Screen (Basic Tab)


Field Name


Name 20 Char identifier that defines the name of the Activity type

R

Description 40 Char. Identifier that describes the Activity Type.

O Supplements the description (if needed)

Activity Unit

Identifier that defines the activity type unit of measure

R

CCtr categories

Identifier that defines which cost center categories are allowed for planning or as the sender CCtr in an Indirect Activity Allocation.

R Select * for all, or 1 or moremore to restrict.

A Type category

1 Char. Identifier that identifies the method of activity quantity planning and activity allocation

R Ensure your selection here, supports the planning and allocation methods you will use.

Alloc. Cost Element

Cost element used to allocate the activity types costs to cost object(s).

R

Actual Price indicator

3 Char. Identifier that defines actual allocated price

O Only enter if actual is different from plan.

Blank value defaults to Plan Price Indicator

(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

5. Create Activity Type: Indicators


Field Name Description R/O/C User Action and Values Comments Lock Indicator

Indicator determining whether activity type is locked for activity input planning.

R Select or deselect Activation excludes activity type from activity input planning. Activate if you use scheduling and want to ensure that plan activity remains equal to scheduled activity.




Exercise 2: Process for Change an Activity Type – KL02

The activity type classifies the specific activities provided by a cost center along cost allocation lines. Activity inputs from a sender cost center mean that a receiver (another cost center or an order, process, and so on) is drawing on the resources of the sender cost center. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen.

Input – Required Fields Field Value/Comments Controlling Area 1000 Activity Type Enter Activity Type you would like to change Output - Results Comments Change Activity Type Basic Screen

Tips and Tricks

Realize that certain information in the activity type master record may be changed only at the beginning or end of the fiscal year, once plan or actual postings have been made for the fiscal year (unless you delete all transactions in the controlling area, which is rarely possible in a live environment). Use the following information as a guide: Make changes to the activity type master data either at the beginning or at the end of the fiscal year in order to ensure data consistency. The master data for activity types stores the activity type category (and category for actual), activity price indicator (and indicator for actual), the allocation cost element, and the average activity price indicator as default values. In activity type planning you may:

• Change the activity price indicator at any time

• Change the activity type category as long as no activity inputs to receivers exist

• Change the allocation cost element as long as no activity quantities were planned and no activity inputs to receivers exist

• You can change the activity type category in the activity type master data on the fiscal year level only.


• You can change between categories 1, 2, 3, and 5 at any time because these are default values. You can make changes even if you already used the activity type in planning.

• You can change activity category 4 during the fiscal year only if you have not yet made plan or actual postings for the fiscal year.

• You can change the allocation cost element in the activity type master data only at the fiscal year level.

• Change the allocation cost element only if you no longer require it. If in certain cases you must charge an activity type under a different allocation cost element, you can change it when planning the activity type on the cost center.

• You can change the indicator Activity price in the activity type master data only at the fiscal year level.

This indicator ensures that activity prices remain constant for the entire fiscal year. Changing the indicator Average activity price in the activity type master data record is possible only on the fiscal year level.

1. To change Activity Type follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting->Controlling->Cost Centers->Master Data->Activity Type->Individual Processing->Change

2. On screen “Change Activity Type: Initial Screen”, enter information in the fields as



Field Name


Activity Type

6 Char. Identifier that identifies the Activity Type to be changed

R

Controlling Area


O You will be prompted to set this if it has not been already set.


3. Hit enter or Click Master Data Button icon to proceed

4. Make the necessary changes and Save your work.


Exercise 3: Process for Display an Activity Type – KL03

Input – Required Fields Field Value/Comments Controlling Area 1000 Activity Type Enter Activity Type you would like to display

Output - Results Comments Display Activity Type Basic Screen

1. To display Activity Type follows the menu path given below from the Initial SAP

Easy Access screen, double clicking the last item:

Accounting->Controlling->Cost Centers->Master Data->Activity Type->Individual Processing->Display

2. On screen “Display Activity Type: Initial Screen”, enter information in the fields as


Field Name


Activity Type

6 Char. Identifier that identifies the Activity Type to be displayed

R

Controlling Area


O You will be prompted to set this if it has not been already set.

Press enter key or the master data button.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) 3. Process End and rerun the distribution in test mode until all errors are corrected.


Exercise 4: Process to Define Price for the Activity Type – KP26

1. To define prices for the Activity Type follows the menu path given below from the

Initial SAP Easy Access screen, double clicking the last item:

Field Name or Data Type Values

Planner Profile SAPEASY

CCA: Planning → Set Planner Profile

Select Confirm profile. CCA: Planning → Activity Output/Prices → Change


Version 0

From period 1

To period 12

Fiscal Year Current fiscal year

Cost Center – Group 11122130

Activity Type 001

Entry Form-Based


2. On screen “Change Activity/Price Planning Type: Initial Screen”, enter information in the fields as specified in the table below:

3- Goto → Overview Screen


4- Save your entries


5.1.4 Statistical Key Figures – Master Data

Contents:

• Exercise 1: Process for Creation of Statistical Key Figure

• Exercise 2: Process for Change a Statistical Key Figure

• Exercise 3: Process for Display a Statistical Key Figure


Exercise 1: Process for Creation of Statistical Key Figurer – KK01

Statistical key figures represent activities or statistics in a cost center, profit center, or order. They are measured in units of time or quantity. Statistical key figures are used in assessment and distribution as allocation bases. They are used to calculate the debit on a receiver object.

Input – Required Fields Field Value/Comments Controlling Area 1000 Statistical Key Figures (SKF)

Output - Results Comments Create SKF

1. To create Statistical Key Figures follows the menu path given below from the Initial


Accounting → Controlling → Cost Center Accounting → Master Data → Statistical Key Figures → Individual Processing → Create

2. On screen “Create Statistical Key Figures: Initial Screen”, enter information in the

fields as specified in the table below:


Field Name


Stat. Key figure

Enter Stat. Key Figure R

Reference Order

Source order number to copy from

C Use the Pull-Down Arrow to access the list of the available for reference orders


3. Click Master Data Button or press Enter to proceed. Enter information in the fields as specified in the table below:

Field Name


Name. Name of the SKF R Enter the Name of the SKF

Stat.Key.fig.cat

Unit of quantity or time with which the tracing factors of the statistical key figures are posted




Exercise 2: Process for Change a Statistical Key Figure – KK02

1. To change Statistical Key Figures follows the menu path given below from the Initial


Accounting → Controlling → Cost Center Accounting → Master Data → Statistical Key Figures → Individual Processing → Change

2. Fields On screen “Change Statistical Key Figures: Initial Screen”, enter information in the as specified in the table below:

Field Name


Stat. Key Figure

Stat. Key Figure number R Enter the target Stat. Key Figure


3. Click on the Master data button to proceed to the Change Statistical Key Figures: Master Data screen


4. On screen “Change Statistical Key figure: Master Data, Change any modifiable field as required or change the order’s status.

5. Save the master record by clicking on the Save icon. The message “Data was

saved” will appear in the status bar.


Exercise 3: Process for Display a Statistical Key Figure – KK03

The enterprise needs to display an SKF master record. Display a Statistical Key Figures master record here.

Input – Required Fields Field Value/Comments Statistical Key figure Key that identifies the SKF master record

Output - Results Comments

None - Display only

1. To display Statistical Key Figures follows the menu path given below from the Initial


Accounting → Controlling → Cost Center Accounting → Master Data → Statistical Key Figures → Individual Processing → Display

2. On screen “Display Statistical Key Figures: Initial Screen”, enter information in the

field as specified in the table below:

Field Name


SKF Stat. Key Figure R Enter the target SKF. Click on the Master data

button to proceed to the “Display SKF”.



5.1.5 Transaction Based Posting

Contents:

• Exercise 1: Manual Reposting of Costs

• Display Manual Reposting of Costs

• Reverse Manual Reposting of Costs

• Exercise 2: Reposting of Line Items

• Display Manual Reposting of Line Items

• Reverse Manual Reposting of Line Items

• Exercise 3: Process to perform Direct Activity Allocation


Exercise 1: Manual Reposting of Costs – KB11N

This transaction is used when a cost is wrongly posted to a Cost Center and we want to correct it through manually reposting the costs to the right cost center / centers.

1. To Manual Reposting of Costs follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Actual Postings Manual Reposting of Costs Enter

2. On screen “Enter Manual Reposting of Primary Costs: Initial Screen”, enter

information in the field as specified in the table below:



Field Name Description R/O Comments CCtr (old) Old Cost Center from

which the cost is to be transferred

O

Cost Element

Cost Element whose cost is to be transferred

O

Amount . The amount to be transferred

O

CCtr (New) The new cost center O O

4. The system will issue the message “Document is posted under number xxxxxxxxxxx”


1.1 Display Manual Reposting of Costs This transaction is used to display the already reposted costs manually.

1. To Manual Reposting of Costs follows the menu path given below from the Initial


Accounting Controlling Cost Center Accounting Actual Postings Manual Reposting of Costs Display

2. On screen “Display Manual Reposting of Primary Costs”: Initial Screen”, enter information in the field as specified in the table below:


Field Name Description R/O Comments Doc. No. Enter the desired Doc.

No. O

1.2 Reverse Manual Reposting of Costs This transaction is used to reverse the document posted through Manual Reposting of Costs.

1. To Manual Reverse Manual Reposting of Primary Costs follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Actual Postings Manual Reposting of Costs Reverse

2. On screen “Reverse Manual Reposting of Primary Costs”: Initial Screen”, enter

information in the field as specified in the table below:


Field Name Description R/O Comments Reverse Doc. No.

Enter the desired Doc. No.

O

Doc.Text Doc. Text for self info.

3. Press enter the system will display the document to be reversed.


Exercise 2: Reposting of Line Items – KB61

This transaction is used when a cost is wrongly posted to a Cost Center and we want to correct it through manually reposting of line items to the right cost center / centers.

1. To Reposting of line Items follows the menu path given below from the Initial SAP


Accounting Controlling Cost Center Accounting Actual Postings Repost Line Items Enter

2. On screen “Enter Line Item Reposting”: Initial Screen”, enter information in the field

as specified in the table below:

The Document Number was taken from Invoice posted through the Transaction FB60.

3. Press that “Execute Button” (F8) Button

Field Name Description R/O Comments

Doc Number

Enter the FI Doc. No. O

Co. Code C.Code 1100 O Fiscal year The year to which the

Doc. Belong O


4. Upon Executing the system will bring you to the screen “Enter reposting Of Line

Items: List” displayed as follows.

5. Click the Change Account Assignment Tab


6. A Dialogue box will appear where you can enter change Cost Centre. Order etc. 7. Press enter and save the document.


2.1. Display Manual Reposting of Line Items This transaction is used to display the already reposted line items

1. To Display Manual Reposting of Line Items follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Actual Postings Repost Line Items Display

2. On screen “Display Line Item Reposting”: Initial Screen”, enter information in the


Field Name Description R/O Comments Cost Element

Cost Element O

Cost Center Cost Center on which it was Posted

O

3. Enter any of the three selection criteria to display the document and then Execute


2.2. Reverse Manual Reposting of Line Items This transaction is used to reverse the document posted through Manual Reposting of Costs.

1. To Reverse Manual Reposting of Line Items follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Actual Postings Repost Line Items Reverse

2. On screen “Reverse Line Item Reposting”: Initial Screen”, enter information in the


Field Name Description R/O Comments Doc. No. Enter the desired Doc.

No. O

3. Press the Execute button, the system will the document to be reversed.


4. Now Select the Document line items to be reversed by press the buttons at the extreme left of the line items

5. Now press the “Reversal Indicator” tab on the menu bar .


6. The system will mark the line items as selected by putting a tick against the line items.



Exercise 3: Process to Perform Direct Activity Allocation KB21N

User will enter the amount of labor hour. The internal orders that already exist in the system act as cost collectors. User normally enters their own activity, and thus triggers direct activity allocation. For test purposes, enter the labor activity, using today's date in version 0, with screen variant Order. Now post the following data in the list entry:

Sender cost center Activity type Receiver Ccost Center Total quantity

11122130 LABOR 11123130 3

1. To enter the amount of labour Hour follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

CCA: Actual postings → Activity Allocation → Enter

2. On screen “Enter Direct Activity Allocation”: Initial Screen”, enter information in

the field as specified in the table below

3. Save Your Data


5.1.6 Period End Closing – Cost Allocation

Contents:

• Exercise 1: Enter Statistical Key figures

• Distribution • Exercise 2: Distribution Cycle – Create / Change / Display

• Exercise 3: Distribution Cycle – Execute

• Assessment • Exercise 4: Assessment Cycle – Create / Change / Display

• Exercise 5: Assessment Cycle - Execute


Exercise 1: Enter Statistical Key Figures – KB31N

You can enter statistical key figures as a tracing factor for periodic allocations. A decisive factor for statistical key figures is the way in which you create them as master records. • Fixed values (category 01) are updated from the corresponding posting period

onwards, in all of the following posting periods of the fiscal year. This takes place assuming that fixed values do not change over a longer period of time.

• Totals values (category 02) are only entered for each current period. They change from period to period, and therefore need to be re-entered in each posting period.

1. To Enter Statistical Key Figures follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Actual Posting Statistical Key Figures Enter

2. On screen “Enter Statistical Key Figures: Initial Screen”, enter information in the

fields as specified in the table below

3. Press the Button Save or Ctrl + S


Exercise 2: Distribution (Create/Change/Display) – KSV1/KSV2/KSV3

Distributions and assessments are used to apportion costs collected within a cost center during the accounting period to receivers according to user-defined distribution rules. Indirect activity allocations are used to apportion activity quantities in a similar fashion. These procedures are sometimes referred to as indirect allocation methods. The primary advantage of indirect allocation methods is they are easy to use. You usually only need to define the tracing factors and the sender/receiver relationships once. Distribution and assessment are used primarily for cost centers where direct cost allocation is not possible because the operations performed are so varied that individual activity types cannot be clearly defined or where it is not easy or desirable to enter all activities. For example, such procedures may be used to apportion the costs of the company cafeteria based on the number of employees in each cost center.

Distribution is used to allocate primary costs. The following information is passed on to

the receivers: The original (primary) cost element is retained. Sender and receiver information (i.e. the sender and receiver cost centers) is documented using line items in the CO document.

(Allocations are carried out as part of period-end closing.) Distributions and assessments are used to apportion costs collected within a cost center during the accounting period to receivers according to user-defined distribution rules. Indirect activity allocations are used to apportion activity quantities in a similar fashion. These procedures are sometimes referred to as indirect allocation methods. The primary advantage of indirect allocation methods is they are easy to use. You usually only need to define the tracing factors and the sender/receiver relationships once. Distribution and assessment are used primarily for cost centers where direct cost allocation is not possible because the operations performed are so varied that individual activity types cannot be clearly defined or where it is not easy or desirable to enter all activities. For example, such procedures may be used to apportion the costs of the company cafeteria based on the number of employees in each cost center. Distribution is used to allocate primary costs. The following information is passed on to the receivers: The original (primary) cost element is retained. Sender and receiver information (i.e. the sender and receiver cost centers) is documented using line items in the CO document.

Input – Required Fields Field Value/Comments Period Fiscal year

Cycle


Tips and Tricks You have the option of saving your entries in the initial screen as a variant. Use the menu path Extras -> Variant -> Save, and enter a name and, if necessary, a short text for the variant. You can change controlling area by using menu path Extras → Set Controlling Area.

4. To Create Actual Distribution Cycle follows the menu path given below from the


Accounting Controlling Cost Center Accounting Period End Closing Current Settings S_ALR_87005757 - Define Distribution (Create /

Change / Display)

5. On screen “Create Actual Distribution Cycle: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Cycle Cycle Name R Enter name of the

Distribution Cycle

Cycle – Start Date

Cycle Start Date R Enter the Cycle Start date usually the start of the fiscal or Calendar Year

Copy From –Cycle

Name of the cycle to be copied

O Name of the cycle to be copied

Copy From – Starting Date

Starting Date of the Cycle to be copied

O Starting Date of the Cycle to be copied

Copy From Controlling Area

Controlling Area of the Cycle to be copied

O Controlling Area of the Cycle to be copied

6. Press Enter


7. On the screen “Create Actual Distribution Cycle: Header Data”, fill in the fields as


Field Name Description R/O/C User Action and Values Comments Text Cycle Description R Enter the description of

the cycle

To Date Date of Assessment Expiry

R Cycle expiry date

Consumption Consumption indicator O If you select this field group, the posted consumption quantities are also distributed

Cumulative Cumulative allocation indicator

O To perform cumulative allocation, in which the sender amounts posted up to the current period are allocated based on tracing factors, which are cumulated from period 1 onwards.

Iterative Iterative indicator O To execute the cycle in iterative such that the cycle will keep on allocating cost till the sending cost center is not zero

8. Click “Attach Segment” or press Shift+F8 to add an assessment segment and fill

the fields as specified in the table below:


Field Name Description R/O/C User Action and Values Comments Segment Name

Name of the segment R Name of the Segment usually the sending cost center number

Segment Description

Detail Description of the segment

O Description of the sending cost center

Sender Value: Rule

Sender rule R Usually Posted Amounts

Sender Values: Share in %

Percentage to distribute R Percentage of sender amount

Receiving Tracing Factor: Receiver rule

Receiving formula R Receiving formula usually Fixed %


9. Click “Sender / Receiver” tab to enter the cost centre details and fill in the fields as


Field Name Description R/O/C User Action and Values Comments Sender Cost Center

Sending Cost Center Number

R Enter the Cost Center to be distributed

Sender Cost Element (s)

Sender Cost element Number

R Enter the cost elements (Expense A/C) to be distributed

Receiver Cost Center

Receiving Cost Center or Group

R Enter the cost center or group that receives the cost usually the company code

10. Click “Sender Values” tab to enter share in percentage:


11. Click “Receiver tracing factor” tab to enter the percentage:


12. Click “Segment Header” tab and then click on formal check button or press Ctrl+ F12 to check the cycle for errors.

13. Click save button or press Ctrl+S to save the distribution cycle.


Exercise 3: Execute Distribution Cycle – KSV5

1. To Execute Distribution Cycle follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Period End Closing

Single Functions Allocations Distribution

2. On screen “Execute Actual Distribution: Initial Screen”, enter information in the fields as specified in the table below:


Field Name


Period Beginning period R Enter the beginning period

You can carry out distributions for several periods in parallel

Period To Ending period R Enter the ending period Fiscal Year

Fiscal Year R Enter the fiscal year

Background processing

In order to avoid overloading the system at busy times, you can do your processing in the back ground

O Check off the box if you want to select background processing

Test Run If you activate test run, the system generates only a log. Data is neither updated or changed in the database

O Check off the box if you want to do the test run

First, execute the cycle in the test mode to check for errors.

Detailed List

Display detailed list O Check off the box if you want to see the detailed list

Cycle Defines the sender-receiver relationships and the corresponding distribution rules

R Use the Pull-Down Arrow to access the list of existing cycles

You can define several groups in one cycle. A group contains related sender-receiver relationships.

Start Date

Determines the earliest validity date of the cycle

C By assigning different starting dates you can define different variants for one cycle

(Note: On above table, in column "R/O/C"; "R" = Required, "O" = Optional, "C" = Conditional) 3. Click on ‘Execute’ Button or Press F8 to execute 4. Execute the cycle(s) in test mode and review lists for errors, and once errors are

corrected, execute with the without the ‘Test Run’ button on and SAVE.

5. To verify the results of a test run, Goto Line Items. 6. To review error messages follow menu path: Goto Messages Total. Correct

errors and rerun the distribution in test mode until all errors are corrected.


Exercise 4: Assessments (Create/Change/Display) – KSU1/KSU2/KSU3

Distributions and assessments are used to apportion costs collected within a cost center during the accounting period to receivers according to user-defined distribution rules. Indirect activity allocations are used to apportion activity quantities in a similar fashion. These procedures are sometimes referred to as indirect allocation methods. The primary advantage of indirect allocation methods is they are easy to use. You usually only need to define the tracing factors and the sender/receiver relationships once. Distribution and assessment are used primarily for cost centers where direct cost allocation is not possible because the operations performed are so varied that individual activity types cannot be clearly defined or where it is not easy or desirable to enter all activities. For example, such procedures may be used to apportion the costs of the company cafeteria based on the number of employees in each cost center. Assessments are used to allocate costs via an assessment cost element. An assessment cost element is a secondary cost element type. When allocating costs via assessment the detail in the sending entries is lost. The target will only show the assessment cost element and amount.

(Assessments are carried out as part of period-end closing.)

Input – Required Fields Field Value/Comments Period Fiscal year Cycle

Output – Results Comments

Actual Assessment Cycle created

Tips and Tricks You have the option of saving your entries in the initial screen as a variant. Use the menu path Extras -> Variant -> Save, and enter a name and, if necessary, a short text for the variant. You can change controlling area by using menu path Extras → Set Controlling Area.


1. To Create Actual Assessment Cycle follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Period End Closing

Current Settings S_ALR_87005742 - Define Assessment (Create / Change / Display)

2. On screen “Create Actual Assessment Cycle: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Cycle Cycle Name R Enter name of the Assessment

Cycle

Cycle – Start Date

Cycle Start Date R Enter the Cycle Start date usually the start of the fiscal or Calendar Year

Copy From –Cycle

Name of the cycle to be copied

O Name of the cycle to be copied

Copy From – Starting Date

Starting Date of the Cycle to be copied

O Starting Date of the Cycle to be copied

Copy From Controlling Area

Controlling Area of the Cycle to be copied

O Controlling Area of the Cycle to be copied

3. Press Enter


4. On the screen “Create Actual Assessment Cycle: Header Data”, fill in the fields as


Field Name Description R/O/C User Action and Values Comments Text Cycle Description R Enter the description of the

cycle

To Date Date of Assessment Expiry R Cycle expiry date

Cumulative Cumulative allocation indicator

O To perform cumulative allocation, in which the sender amounts posted up to the current period are allocated based on tracing factors, which are cumulated from period 1 onwards.

Iterative Iterative indicator O To execute the cycle in iterative such that the cycle will keep on allocating cost till the sending cost center is not zero

5. Click “Attach Segment” or press Shift+F8 to add an assessment segment and fill

the fields as specified in the table below:


Field Name Description R/O/C User Action and Values Comments Segment Name

Name of the segment R Name of the Segment usually the sending cost center number

Segment Description

Detail Description of the segment

O Description of the sending cost center

Assessment Celt

Assessment Cost Element R/O Either an assessment cost element or an allocation structure is required

Allocation Structure

You assign individual cost elements, cost element groups or cost element intervals to an assessment cost element within the allocation structure. This enables you to obtain information on the composition of costs on a summarized level.

R/O Either an assessment cost element or an allocation structure is required

Sender Value: Rule

Sender rule R Usually Posted Amounts

Sender Values: Share in %

Percentage to distribute R Percentage of sender amount

Receiving Tracing Factor: Receiver rule

Receiving formula R Receiving formula usually Fixed %


6. Click “Sender / Receiver” tab to enter the cost centre details and fill in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Sender Cost Center

Sending Cost Center Number

R Enter the Cost Center to be distributed

Sender Cost Element (s)

Sender Cost element Number

R Enter the cost elements (Expense A/C) to be distributed

Receiver Cost Center

Receiving Cost Center or Group

R Enter the cost center or group that receives the cost usually the company code

7. Click “Receiver tracing factor” tab to enter the percentage:


8. Click “Segment Header” tab and then click on formal check button or press

Ctrl+F12 to check the cycle for errors.

9. Click Save button or press Ctrl+S to save the Assessment cycle.


Exercise 5: Execute Assessment Cycle – KSU5

1. To Execute Assessment Cycle follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Center Accounting Period End Closing Single Functions Allocations Assessment

2. On screen “Execute Actual Assessment: Initial Screen”, enter information in the fields as specified in the table below:


Field Name Description R/O/C User Action and Values Comments Period Beginning period R Enter the beginning

period You can carry out Assessments for several periods in parallel

Period To Ending period R Enter the ending period Fiscal Year Fiscal Year R Enter the fiscal year Background processing

In order to avoid overloading the system at busy times, you can do your processing in the back ground

O Check off the box if you want to select background processing

Test Run If you activate test run, the system generates only a log. Data is neither updated or changed in the database

O Check off the box if you want to do the test run

First, execute the cycle in the test mode to check for errors.

Detailed List

Display detailed list O Check off the box if you want to see the detailed list

Cycle Defines the sender-receiver relationships and the corresponding Assessment rules

R Use the Pull-Down Arrow to access the list of existing cycles

You can define several groups in one cycle. A group contains related sender-receiver relationships.

Start Date Determines the earliest validity date of the cycle

C By assigning different starting dates you can define different variants for one cycle

(Note: On above table, in column "R/O/C"; "R" = Required, "O" = Optional, "C" = Conditional) 3. Click on ‘Execute’ Button or Press F8 to execute 4. Execute the cycle(s) in test mode and review lists for errors, and once errors are

corrected, execute with the without the ‘Test Run’ button on and SAVE. 5. To verify the results of a test run, Goto Line Items. 6. To review error messages follow menu path: Goto Messages Total. Correct errors and rerun

the Assessment in test mode until all errors are corrected.


5.1.7 Planning

Contents:

• Exercise 1: Plan Primary Cost using Cost Element Planning

• Exercise 2: Plan Statistical Key Figures

• Exercise 3: To initiate Cost Center Planning from Plan to Plan

• Exercise 4: To initiate Cost Center Planning from Actual to Plan


Exercise 1: Plan Primary Cost using Cost Element Planning – KP06

This process offers a method of reusing large parts of your manual planning from the previous year for your current fiscal year, transfer plan values within a fiscal year across different periods, or generate alternate versions. Copy planning allows you to copy the plan values automatically. You can copy within fiscal years, periods, versions, and cost centers; however, at least one of the selection criteria must be different in the target version or the version to be created because plan values cannot be copied onto themselves. You can also copy between different fiscal years, periods, and versions. For copying, all the selection criteria can be different in the original and the copy, but at least one criterion must be different.

1. To Initiate Cost Centre Planning follows the menu path given below from the Initial


Accounting Controlling Cost Centers Accounting Planning Cost and Activity Input Change

2. On screen “Change Cost Element Input Planning”: Initial Screen”, enter information in the field as specified in the table below:



Version Version number R There is a single specific version for planned costs in each controlling area. You can create as many versions for planning, as you need.

Choose Version 999.

Period From and to period R The plan data, as a rule, is entered for a period interval (such as a quarter or the entire fiscal year) and is divided among the planning periods with the help of distribution keys.

Fiscal year Fiscal year R Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be.

.

Specify one of the two following choices

Cost center Cost Center Number C Key uniquely identifying a cost center

Cost center group

Cost Center Group C An organizational unit for grouping together several cost centers.

A cost center group can be used, for example, to produce reports for several cost centers or to process several cost centers at once.



C Items in a chart of accounts that are relevant to cost, are referred to as cost elements. They are used for entering all costs within the entire cost accounting system


Cost Element group

Cost Element Group C You use a cost element group for reporting purposes, or for processing multiple cost elements in a single transaction.

Form Base Form Base C Indicator showing whether the current planning session is performed with "Layout planning" (indicator is activated).

If you activate the "Form-based planning" indicator, all objects with valid master data are displayed, regardless of whether the objects have been already planned or not. The same structure of characteristic values is displayed in each planning session.

If you do not activate the indicator, only objects already planned are shown. You can plan new characteristics here if you wish and insert them in the rows.

3. Press Overview Button


4. Enter the “Total Planned Cost” and Press Save Button.


Exercise 2: Plan Statistical Key Figures – KP46

SAP provides you with the following for entering planning data: If you use Free entry, you can plan the specified characteristic values in all of the fields in the initial screen. The system only displays characteristics that already have plan values. Characteristic values that were not planned on the cost center yet, need to be entered on the planning screen. If you use the Form-based entry, then in the planning screen rows, the system displays all of the characteristic values entered in the initial screen. You only need to enter the planning values.

Use the SAPEASY planner profile for planning the statistical key figures 1. To Plan Statistical Key Figures follows the menu path given below from the Initial


Accounting Controlling Cost Centers Accounting Planning Statistical Key Figures Change

2. On screen “Change Statistical Key figure Planning: Initial screen”, enter information

in the fields as specified in the table below

3. Goto → Overview Screen


4. Press the Save button or press Ctrl+S


Exercise 3: To Initiate Cost Center Planning from Plan to Plan – KP97

You want to enter planning data for the coming fiscal year more easily and quickly. You decide to copy your previous planning data because it has proved so reliable

1. To initiate Cost Center Planning from Plan to Plan follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Centers Accounting Planning Planning aids Copy Copy Plan to Plan

2. On screen “Copy Planning: Initial screen”, enter information in the fields as




Cost center group H1_Caterin

Copy from

Version 0

Period 1 to 12

Fiscal year Current

Targets

Version 0

Period 1 to 12

Fiscal year Next year

Existing planning data Do not change

3. Select Test Run and Detail Lists

4. You can copy data for all or individual planning processes. Click on all plan transactions or select transactions (and click choose to select the appropriate transactions). Select transactions allows you to copy plan values for only a limited type of cost elements or other CO master data.

Click on either:

Structure with values – to copy planning values and structure from the source cost center(s)

Structure without values – to copy planning structure only from the source cost center(s). Planning records are copied with zero values.

5. To copy detailed planning, click on detailed planning. You can copy detailed planning, provided:

The original and target fiscal year are identical You copy the data for all periods, not for a single period The price type and the value date in the original and target versions are

identical

6. To copy long texts which you wrote as part of planning, click on Long texts.


7. You have two choices to determine how existing data in the target cost centers are treated.

To have the target data remain unchanged, click on Do not change. The SAP R/3 System does not change the data in the target. If you want to copy data for a specific object from the original to the target, and the target already contains data for this object, the SAP R/3 System will not copy the original data.

To reset and overwrite the target data, click on Reset and overwrite. When you activate this indicator, the SAP R/3 System deletes the data in the target. Be certain that you really want to overwrite and thus delete the data in the target.

8. To perform, background or online copying, click on the appropriate button. If you want to

copy large planning files, you may want to plan a background job for periods during which the system use is light.

9. To create a detailed list with copied data, click on detailed list (on is the default value for

this indicator).

10. To run in test run (non-production) mode click this indicator on (on is the default value for

this indicator).

11. Click on the ‘EXECUTE’ button. Once you have corrected any error messages and are satisfied that your test run results look reasonable, click off the test run, ‘EXECUTE’ and ‘SAVE’ data.


Exercise 4: To Initiate Cost Center Planning from Actual Plan – KP98

This process offers a method of reusing large parts of your actual data to generate plan data. It allows actual data to be transferred to plan values within a fiscal year, across different periods or within different versions. You can copy within fiscal years, periods, versions, and cost centres.

Input – Required Fields Field Value/Comments

Version Period Fiscal year Cost center or Cost center group

Fields are required for the actual and the target version. Version is only required for the target version.

Output - Results Comments

Successful copy in the target version

Tips and Tricks To accelerate the copying process and avoid overloading the system, you should observe the following: Limit the volume of data to be copied as much as possible. For example, if you do not want to copy overhead or statistical key figures, or if you do not use certain transactions in your system, you should deactivate the corresponding indicators. Avoid copying order settlement costs. Because only plan-integrated orders are copied, the system needs to check each order to see if it is plan-integrated. If possible, avoid using the Reset and overwrite option. If you do use this option, the system needs to read all the data in the target version in order to clear it. The R/3 System only updates the plan data by activity if you have already carried out the actual cost split. If you have already carried out a plan cost split in the target version, the system does not overwrite the data that was split. The split must be completed again after copying the data. Review the menu path: Extras Notes for additional information.


1. To initiate Cost Centre Planning from Actual to Plan follows the menu path given

below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Cost Centers Accounting Planning Planning aids Copy Copy Actual to Plan

2. On screen “Copy Actual to Plan: Initial screen”, enter information in the fields as



Field Name Description R/O/C

User Action and Values

Comments

Specify one of the four following choices

Cost center Cost center or range of CC’s

C

Cost center group

C

All cost centers

Copy from all cost centers

C

Selection Variant

Saved grouping of cost centers

C Create, display or change with the icons on the right.

Copy From Template (Actual) Data Period Actual from and to

period R

Fiscal year Actual fiscal year R Target Plan Data Period Target/plan from and to

period R

Fiscal Year Target/plan fiscal year R Version Target/plan version R


You can copy all data or selected data only. Click on all actual data to copy all transactions or choose select actual data (and click choose to limit data transferred). Clicking on Select actual data allows you to copy actual transactions for a limited type of cost elements or other CO Master data.

You have two choices to determine how existing plan data in the target cost centers are treated.

• To have the target data remain unchanged, click on Do not change.

The SAP R/3 System does not change the data in the target. If you want to copy data for a specific object from the original to the target, and the target already contains data for this object, the SAP R/3 System will not copy the original data.

• To reset and overwrite the target data, click on Reset and overwrite.

When you activate this indicator, the SAP R/3 System deletes the data in the target. Be certain that you really want to overwrite and thus delete the data in the target.

To perform, background or online copying, click on the appropriate button. If you want to copy large blocks of actual data, you may want to plan a background job for periods during which the system use is light.


To create a detailed list of the records copied (or to be copied in test run mode) click detailed list on (on is the default value for this indicator).

To run in test run (non-production) mode click this indicator on (on is the default value for this indicator).

Click on the ‘EXECUTE’ button. Once you have corrected any error messages and are satisfied that your test run results look reasonable, click off the test run, ‘EXECUTE’ and ‘SAVE’ data.



Contents:

• Exercise 1: Variance Report

• Exercise 2: Statistical Key Figures – Period Breakdown Report


Exercise 1: Variance Report – S_alr_87013611

Reports are selected in the information system using the report tree. The cost center actual, plan, variance report shows the total plan costs against total actual costs with a positive or negative variance.

1 To initiate Cost Centres Actual/plan Variance Report follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting → Controlling → Cost Center Accounting → Information System → Reports for Cost Center Accounting → Plan/Actual Comparisons → S_ALR_87013611 - Cost Centers: Actual/Plan/Variance

2. On screen “Cost Centres: Actual/plan/Variance : Initial screen”, enter information in the fields as specified in the table below:


Field Name Description Values Controlling area SAA Controlling Area Example: 1000

Fiscal Year Period, 12 months as a rule, for which the company is to create its inventory and balance sheet.

Example: 2008

Period Number identifying a fiscal month Example: 1 to 12

Cost center group Code identifying a grouping, for internal reporting purposes, of cost centers with similar characteristics

Example: Repairs

Cost element group Organizational unit storing a group of cost elements

3. Click Execute Button

4. Select your cost centre by double clicking on the relevant master record on the left of the screen. Note: A list of costs (by cost element) for the chosen cost centre is displayed. For Further details proceed as follows. To switch the navigation panel on the left side on or off use .

5. Click Office Integration Button . 6. Click <radio button> Microsoft Excel . 7. Click the Enter button.

Note: Notice how the screen changes to Microsoft excel look and feel. It may be necessary to change your Excel security settings for this function to work. Open excel, follow the menu path: Tools > Macro > Security, and then select medium. Also, be sure to enable macros when asked.

8. To save the file as Microsoft excel, use the following menu path: File → Save Copy

as. 9. Update the following required and optional fields:

Field Name Description Values File name: Enter a meaningful description

of the File name:. CC actual plan data 2006

10. Click the Save Button . 11. To de-activate Microsoft Excel click the On/off Button and select Inactive radio

button in Office Integration window.

12. Double click on cost element


13. To view actual costs, select Cost Centres: Actual Line Items.

14. Click the Enter button.

Note: A list of actual line items is displayed. For further details on each

document, proceed as follows or click on the Back button to return to the main report.

15. Select the Change Layout button to change report layout.

16. Use the Hide/Show buttons to include or exclude criteria in your report.

17. Click to continue or click Save to save your layout for future use.

18. Click on the Back button

19. Click the Yes Button.

20. Click on the Back button or press Shift+F3 to return to the SAP Easy Access

screen.

Note: If “Create Extract” button is selected the system is going to store current

selection in the data base. This way next time the report is executed the user will be able to select whether the data needs to be re-read from the tables or the existing extract should be displayed.


Exercise 2: Statistical Key Figures – Break Down Report S_alr_87013645

Reports are selected in the information system using the report tree. The SKF report shows the effects of the Statistical Key Posting in the current and following periods in the report.

1 To initiate Statistical Key Figures Report follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting → Controlling → Cost Center Accounting → Information System → Reports for Cost Center Accounting → More Reports → S_ALR_87013645

2. On screen “Stat. key Figs “ Period Break Down” : Initial screen”, enter information in the fields as specified in the table below:




Example: 2008


Cost center group or Values

Code identifying a grouping, for internal reporting purposes, of cost centers with similar characteristics

Example: 11125113



3. Navigation on/off icon : To switch the navigation panel on the left side on or off use .

4. Click Office Integration Button .


5. Click the Enter button. Note: Notice how the screen changes to Microsoft excel look and feel. It may be necessary to change your Excel security settings for this function to work. Open excel, follow the menu path: Tools > Macro > Security, and then select medium. Also, be sure to enable macros when asked.







10. Double click on cost element 11. To view actual costs, select Cost Centres: Actual Line Items.







16. Click on the Back button 17. Click the Yes Button.


18. Click on the Back button or press Shift+F3 to return to the SAP Easy Access screen.




5.1.9 Unit Summary: Cost Center Accounting

After completing this unit, you should be able to

• Create, Change and Display a Cost Center and Cost Center Group

• Create, Change and Display Primary & Secondary Cost Element

• Create, Change and Display a Cost Element Group

• Create, Change and Display an Activity Type

• Define price for the Activity Type

• Create, Change and Display a Statistical Key Figure

• Correct original postings made to incorrect Cost Centers

• Define Direct Activity Allocation

• Define and execute Distribution and Assessment using the cycle segment method

• Execute a manual Planning process

• To view different kind of Standard Reports


5.2 Unit 2: Internal Order Accounting

5.2.1 Internal Order – Master Data 5.2.2 Period End Closing

5.2.3 Planning

5.2.4 Information Technology 5.2.5 Unit Summary


5.2.1 Internal Order – Master Data

Contents:

• Exercise 1: Process for Creation of Internal Order

• Exercise 2: Process for Change Internal Order

• Exercise 3: Process for Display Internal Order

• Exercise 4: Process for Create Internal Order Group

• Exercise 5: Process for Change Internal Order Group

• Exercise 6: Process for Display Internal Order Group


Exercise 1: Process for Creation of Internal Order – KO01

The Saudi Airlines needs to collect and analyze Budgeted/planned costs related to a specific project or event. The project/event will span several accounting periods and all costs will be settled in the period they were incurred. Internal orders are objects in CO that collect cost as statistical information data. Data is collected in the order at the transaction level. Based on the order’s purpose, the values can be settled (periodically or all at once) to a final receiver Asset. The order’s inflows as well as outflows can be reported in the Internal Orders Information System. In the delivered reports, the user can drill down through the original documents to the line item. The order’s purpose is defined in Customizing in the Order Type. An Internal Order master record is created on the functional side and includes the attributes established in the order type. Use a statistical order to mange statistical detail with value detail posted to a cost center. Statistical orders are typically used to evaluate costs that cannot be itemized in detail in cost element or cost center accounting. These orders allow you to report costs using criteria other than those used in cost center accounting. First major function that we want to achieve is to restrict the project to the allotted budget, which can be maintained on the Statistical Internal Order and second to open Statistical Internal Order for all employees and plan their FUEL and MOBILE PHONE limits on these Orders, this would help us to get the Variance report and which would eventually help the HR department to deduct the exceeded amounts from the Payroll of those particular employees. You achieve this by assigning the actual costs to a statistical order, as well as to a cost center. The costs will then appear under the original cost element both on the cost center (real costs) and on the order (statistical, for information purposes only). Unlike the "real" internal orders, you can neither settle statistical orders, nor apply overhead to them. As an example, you can create a statistical order for each vehicle in your truck fleet. You post the costs for fuel, repairs, insurance, and so on, to the general cost center "Truck fleet", with an additional account assignment to the relevant statistical order.


Input – Required Fields Field Value/Comments Order Type While creating the Order the “SA01” Order Type would be

used only. Short Text Company Code Business Area Statistical order Use only to create statistical orders (AUTO DEFAULT) Currency Object Currency

Output - Results Comments The message “Order was created with number XXXX” will appear on the bottom of the initial screen

1. To create an Internal Order follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting>Controlling>internal Order>Master Data> Special Functions>Order>Create

2. On screen “Create Internal Order: Initial Screen”, enter information in the fields as

specified in the table below.


Field Name

Description R/O/C


Order Type

Differentiates order types according to their purpose

R Use the Pull-Down Arrow to access the list of order types

Reference Order

Source order number to copy from

C Use the Pull-Down Arrow to access the list of the available for reference orders


3. The “Create Internal Order: Master Data” screen contains five views (Tabs). Field

status and conditional dependencies are determined by the settings in the Controlling Area, settings in the Order Type and Enterprise requirements. In case of Real Internal Order:

Field Name


Order No.

Order No. R Order type has internal number assignment.

Short text Short text description of the order

R Enter short description for your order

4. Assignments tab. Make organizational/hierarchical assignments here.


Company Code

Company Code R

Business Area

Business Area R Use the Pull-Down Arrow to access the list of business areas

5. In the Control data enter the currency used. The Tick Statistical Order would be

picked from the Default. Currency Currency R Use the Pull-Down Arrow to

access the list of currencies

6. General data tab. Record important communications and contact data here. The entries in these fields are for information only.


Field Name


Person responsible

Personnel number of the responsible employee

R Enter the personnel number

Telephone

Contact No. of the responsible person

O



Exercise 2: Process for Change Internal Order - KO02

1. To change in Internal Order follows the menu path given below from the Initial SAP


Accounting>Controlling>internal Order>Master Data> Special Functions>Order>Change

2. Fields On screen “Change Internal Order: Initial Screen”, enter information in the as


Field Name


Order Order number R Enter the target order number


3. Click on the Master data button to proceed to the Change Internal Order: Master Data screen.

4. On screen “Change Internal Order: Master Data, Change any modifiable field as

required or change the order’s status.

Maintain the Settlement Rules on your Order


Choose Settlement Rule and put the information.

Change field contents. Type over the selected field or select from the possible entries. Field statuses and conditional dependencies are determined by the settings in the Controlling Area, the status profile settings in the Order Type and Enterprise requirements.


Change the order’s status. Click on the Control Data tab. Navigate through each status by clicking on the Status ∧ or Status ∨ button from technically complete to Released. Field statuses and conditional dependencies are determined by the settings in the Controlling Area, the status profile settings in the Order Type and Enterprise requirements.




Exercise 3: Process for Display Internal Order – KO03

The enterprise needs to display an internal order master record. Display an internal order master record here.

Input – Required Fields Field Value/Comments Order Key that identifies the order master record

Output - Results Comments None - Display only

1. To display an Internal Order follows the menu path given below from the Initial SAP


Accounting Controlling Internal orders Master data Special Functions Order Display

2. On screen “Display Internal Order: Initial Screen”, enter information in the field as


Field Name


Order The Order number R Enter the target order number.

Click on the Master data button to proceed to the “Display Internal Order”.



3. On screen “Display Internal Order: Master Data”:

Display System Statuses and key dates for the order using the follow-on menu path: Goto > Procedure……. The Procedure dialog box is displayed.


• The order creation date and the User, the last change date and the User are all displayed here.

• The current status of the order is identified by its active indicator

(check mark visible). • A Key date for each status is displayed here.

Display the order balance using the follow-on menu path: Extras > Order balance…. . The Order balance pop-up box is displayed.

• The order’s actual balance is displayed in the object currency

(Order currency field) and in the CO area currency (CO currency field).


Exercise 4: Process for Create Internal Order Group – KOH1

Internal order groups need to be created for use in collective processing and reporting. Use this transaction to create Internal Order groups. Internal order groups are very flexible structures and can be used in collective processing (master data and transaction), reporting, allocations, and authorization objects. Each sub group represents a level of summarization. Groups are unique within a controlling area.

Input – Required Fields Field Value/Comments Order group The name of the group. Use a unique alpha/numeric name Set ID Group name From Value Start interval in a range or internal orders or an individual

value.

Output - Results Comments New group created. The message “Changes were saved” should appear in the

Status Bar. Note: Saving the structure automatically launches the “Change” transaction.

Ambiguity Check The log should contain the messages “No groups occur more than once” and “No values occur more than once”.

Tips and Tricks Internal Order Groups can be created either by (a) specifying specific internal order numbers to be included within a group, (b) a range of numbers that defines the group, or (c) a combination of the two.


1. To create an Internal Order Group follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Internal Orders Master data Order group Create

2. On screen “Create Order group: Initial screen”, enter information in the fields as


Field Name


Order group

The name of the group.

R Give the new group a unique, alpha/numeric name.

Reference order group

The source internal order group to be referenced as a copy.

O Enter the group name or select one from the possible entries list.

Click on the Structure button to proceed to the “Create Order group: Structure” screen



3. On screen “Create Order group: Structure”, add a sub node to the top node or

another sub node by entering information in the fields as specified in the table below:

Field Name


Set ID The group name.

R Enter a unique name here or select an existing group from the list of possible entries.

Short text Text. O Enter a Short text description for the top node and each sub node here.

Mark the top node or sub node (source node) that will be directly

superior to the new node. Click on the Lower level button to add a sub node that will be inferior

to the source node. Enter the name of the new node in the Set ID field or select an

existing group from the possible entries list. Enter a short text description of the new node in the short text field.

This field will default in if an existing group is referenced in step. Save the changes by clicking on the Save button. The message

“Changes were saved” should appear in the Status Bar. Note: Saving the structure automatically launches the “Change” transaction.

4. On screen “Create Order group: Structure”, add internal orders to the top node or a sub node by entering information in the fields as specified in the table below:


Field Name


From Value

An Internal order R Enter an internal order value or the start interval of a range of internal orders.

To value An Internal order C Enter the end interval of a range of internal orders.

Mark the end node that the internal order will be assigned to using one

mouse click. Internal orders cannot be assigned to nodes that are not end nodes.

Click on the insert values button. If a single internal order, enter its name (value) in from of the value field or

select the internal order from the list of possible entries. If a range of internal orders, enter the start interval here.

Conditional – enter the end interval of a range of internal orders here. Save the changes by clicking on the Save button. The message “Changes

were saved” should appear in the Status Bar. Note: Saving the structure Automatically launches the “Change” transaction.

5. Extras:

Ambiguity check. Check structure for duplicate sub nodes, values and intervals.

• Mark the target group using one mouse clickk • Use the follow on menu path Extras> Check and Help Functions>

Ambiguity check to run the check program. • Check the output log for results. The log should contain the

messages “No groups occur more than once” and “No values occur more than once”.

• Press F3 for Exit.


Exercise 5: Process for Change Internal Order Group – KOH2

There is a need to add, revoke, change, or delete an Internal Order Group. Use this transaction to change any Internal Order Group. Order groups as well as orders can be added, revoked or re-assigned here. Order groups are very flexible structures and can be used in other order groups, collective processing (master data and transaction), reporting, allocations, and authorization objects. Each sub group represents a level of summarization. Groups are unique within a controlling area, but client dependent.

Input – Required Fields Field Value/Comments Order group Key identifying an order group. Unique in a controlling

area. Set ID Order Group name. From Value Start interval in a range of orders or an individual order

value.

Output - Results Comments Structure changed. Status bar message: “Changes were saved”. Ambiguity Check The log should contain the messages “No groups occur

more than once” and “No values occur more than once”.

Tips and Tricks When deleting a group, notice that it is not deleted from the controlling area, its relationship to the next superior node is revoked. Delete a group by revoking its relationships to each superior node, then, use the follow-on menu path: Group>delete. On the “Delete Order Group: Initial Screen” screen, enter the name of the target group in the Order group field. Click on the Delete button to display the Delete pop up box. Confirm the deletion by clicking on the Yes button.


1. To change an Internal Order Group follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Internal Orders Master data Order group

Change

2. On screen “Change Order group: Initial Screen”, enter information in the fields as


Field Name Description R/O/C User Action and Values Comments Order group

The group name. R Enter the name of the group that you need to change.

Click on the Structure button to proceed to the “Change Order group: Structure” screen.


3. On screen “Change Order group: Structure”, add a new node to a top node or sub node by entering information in the fields as specified in the table below:


Field Name


Set ID The group name. R Enter a unique name here or select an existing group from the list of possible entries.

Short text Text. O

In the Structure, the word “group” is synonymous with the word “node”.

Mark the top node or sub node (source node) that will be directly superior to the new node.

Click on the Lower level button to add a sub node that will be inferior to the source node.

Enter the name of the new node in the Set ID field or select a group from the possible entries list.

Enter a short text description of the new node in the Short text field.

Save the changes by clicking on the Save button. The message”Changes were saved” should appear in the Status Bar.

4. On screen “Change Order group: Structure”, add orders to an end node by entering information in the fields as specified in the table below:



From Value An order R Enter an order value or the start interval of a range of orders.

To value An order O Enter the end interval of a range of orders

Mark the end node that the orders will be assigned to using one mouse click. Orders cannot be assigned to nodes that are not end nodes.

Click on the insert values button.

If a single order, enter its name (value) in the from of the value field or select

the order from the list of possible entries. If a range of orders, enter the start interval here.

Conditional – enter the end interval of a range of orders here.

Save the changes by clicking on the Save button. The message “Changes were saved” should appear in the Status Bar.

5. Extras:

Use of group. Display the target group’s use in reports, allocations,

authorization objects, other groups and more using this function.

• Mark the target group using one mouse click. • Click Extras Where Used List for Group (Ctrl-F4) or the Where

Used List Group for icon. Click the check boxes next to the selections that you wish to see the Group’s use in. Click the continue icon to see the where used list.

• Exit.

Ambiguity check. Checks structure for duplicate sub nodes, values and intervals.

• Mark the target group using one mouse click. • Use the follow on menu path Extras>Ambiguity check to run the

check program. • Check the output log for results. The log should contain the

messages “No groups occur more than once” and “No values occur more than once”.

• Exit.


Exercise 6: Process for Display Internal Order Group – KOH3

Input – Required Fields Field Value/Comments

Order group Key identifying an order group. Unique in a controlling area.

Key Date As – of date for the master data validation.

1. To Display an Internal Order Group follows the menu path given below from the


Accounting Controlling Internal Orders Master data Order group Display

2. On screen “Display Order group: Initial Screen”, enter information in the field as


Field Name


Order group

The group name. R Enter the name of the Order group that you want to display.

Click on the Structure button to proceed to the “Display Order group: Structure” screen.



5.2.2 Period End Closing

Contents:

• Exercise : Process to Create Internal Order Settlement


Exercise: Process to Create Internal Order Settlement – KO88

The Enterprise needs to settle an internal order to a receiver. Use this transaction to settle actual primary and secondary costs and revenues (if applicable) to the receivers established in the order’s settlement rules. The order’s settlement rules are dependent on the parameters established in the Settlement Structure, Settlement Profile, and Order Type (all defined in Customizing). Orders created in Controlling – Internal Orders, Investment Management and Cost Object Controlling, and, Logistics – Production, Production Processing, Plant Maintenance, Service Management, and, Quality Management all use this transaction to settle costs to receivers. Settlement can occur periodically (to facilitate expense recognition in the period incurred) or all at once. In the settlement process, the program reads the line items posted to the order, then, settles them to the receiver by writing offsetting line items to the sender (the order – this offsets the original postings) and receiver using settlement cost elements. The settlement cost elements may differ from the source cost elements; therefore, a one to one relationship is not mandatory. Both are defined in the Settlement Structure in Customizing. Although CO objects, CO internal orders can be configured to settle to FI objects such as Assets or GL accounts.

Input – Required Fields Field Value/Comments Order The order to be settled. Settlement period Works with the Settlement Type parameter contained in the

order’s settlement rule. Settles period to date for FUL and the referenced period only for PER.

Fiscal year Processing type Defines how individual settlement rules are processed. Posting period Conditional – post this month’s values into a future period by

entering the future period here. The fiscal years must be the same.

Asset value date Conditional – enter a capitalization date here if the order is an Investment measure. This date is required to initialize depreciation calculations.

Output - Results Comments Settlement posted. The message “Processing completed with no errors” will appear

under the heading Results. No transaction data The message “No transaction data posted since last settlement”

will appear on the status bar.


Tips and Tricks This transaction settles a single order (individual processing). Use the following transaction codes in the referenced applications to settle many orders collectively:

1. To Create Internal Order Settlement (Individual) follows the menu paths given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting>Controlling>Internal Orders>Period-end closing>Single functions>Settlement>Individual processing

2. On screen “Actual Settlement: Order”, enter information in the fields as specified in the table below

Please note that the actual posting should posted on Order # 40060 through using Tcode F-02


Field Name


Order Order number. R Enter the number of the order that you need to settle.

Settlement period

Period for which the settlement is performed. If FUL – all values for the fiscal year to date are settled; if PER – only values for this period in the fiscal year are settled.

R Enter a period.

Fiscal year

Fiscal year for which the settlement is performed.

R Enter a fiscal year.

Processing type

Defines how the individual settlement rules are processed.

R Automatic for settlement to most receivers. All distribution rules are selected.

Posting period

Period in which to post the settlement results.

C Use this parameter to settle this month’s values into a future period, otherwise, leave the field blank.

Asset value date

Asset capitalization date. The period can differ from the Settlement period; however, the Fiscal years must be the same.

C Use this field if the order is an Investment measure.


Activate the Test run indicator to validate the sender/receiver relationship with no postings. In a test run, an error will produce an error message that can be resolved before the production run. Deactivate the indicator to run the settlement in Production mode with postings.

When active, the Check trans. data indicator verifies that transaction data

posted to the sender in the settlement period before it runs the settlement program. If no transaction data is present, the program terminates with a message “No transaction data posted since last settlement”. It is conceivable that one order may be settled many times during a month end closing cycle; so, this indicator can be a real time saver. Be sure that the settlement runs without errors in test mode (see step 3.2.1. above) before activating this indicator in production mode.

Click on the Settlement rule button to display the target order’s settlement

rules. Click on the back button to return to the “Actual Settlement: Order” screen.

Click on the Execute button to process the settlement and proceed to the

“Actual Settlement: Order Basic list” screen.


3. On screen “Actual Settlement: Order Basic list”, the results of the settlement are displayed.

The message: “Processing completed with no errors” should appear under the heading Result; otherwise, an error log will be displayed. Correct any errors and re-execute the settlement.

• Display Sender/Receiver information by clicking on the Detailed Lists

button, the “Actual Settlement: Order Detail list” is displayed.

• Select a line in the list then click on the Sender button to display details on the sender including the source cost elements and values.

• Select a line in the list then click on the Receiver button to display details on the receivers including the settlement cost element and values.

The CO document that was created by the settlement can be viewed by selecting a line item in the list and clicking on the Accounting documents button. The “Display Actual Cost Documents” screen is displayed. Navigate to other relevant documents (like a financial accounting document in a settlement to an asset or G/L object, for example) using the follow-on menu path: Environment>Accounting document (or any other relevant document).

Press F3 for Exit


5.2.3 Planning

Contents:

• Exercise 1: To initiate Internal Order Planning

• Exercise 2: To initiate Budget an Overhead Cost Order

• Exercise 3: To initiate Internal Order Planning – Cost & Activity Input


Exercise 1: To Initiate Internal Order Planning – Cost Element – KO12

Plan orders using the overall planning function and use the options available for detailed planning with cost elements.

1. To Initiate Internal Order Planning follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Internal Orders Planning Over All values Change

2. On screen “Change Over all Planning”: Initial Screen”, enter information in the field as specified in the table below


3. Press Save or CTRL+S


Exercise 2: To Initiate Budget an Overhead Cost Order – KO22

You create a budget for your marketing brochure order. The amount should be monitored using the availability control functions, that is, every debit made on the order should first be tested against the budget.

1. To Initiate Budget an Overhead Cost Order follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting Controlling Internal Orders Budgeting Original Budget Change

2. On screen “Change Original Budget ”: Initial Screen”, enter information in the field as specified in the table below

3. Press Enter to proceed


4. Enter 10000 in the Budget column for your order for the current year

5. Press Save button or Ctrl+S


Exercise 3: To Initiate Internal Order Planning - Cost & Activity Input – KPF6

This process offers a method of reusing large parts of your manual planning from the previous year for your current fiscal year, transfer plan values within a fiscal year across different periods, or generate alternate versions. Copy planning allows you to copy the plan values automatically. You can copy within fiscal years, periods, versions, and internal orders; however, at least one of the selection criteria must be different in the target version or the version to be created because plan values cannot be copied onto themselves. You can also copy between different fiscal years, periods, and versions. For copying, all the selection criteria can be different in the original and the copy, but at least one criterion must be different.

1. To Initiate Internal Order Planning follows the menu path given below from the


Accounting Controlling Internal Orders Planning Cost and Activity Input Change

2. On screen “Planning Cost Elements /Activity inputs Change”: Initial Screen”, enter information in the field as specified in the table below:


Field Name Description R/O/C User Action and Values Comments Version Version number R There is a single specific

version for planned costs in each controlling area. You can create as many versions for planning, as you need.

Choose Version 0.

Period From and to period R The plan data, as a rule, is entered for a period interval (such as a quarter or the entire fiscal year) and is divided among the planning periods with the help of distribution keys.

Fiscal year Fiscal year R Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be.

.


Order Order Number C Key uniquely identifying a Order

Order group Order Group C An organizational unit for grouping together several cost centers.

An Order group can be used, for example, to produce reports for several cost Orders or to process several Orders at once.



C Items in a chart of accounts that are relevant to cost, are referred to as cost elements. They are used for entering all costs within the entire cost accounting system


Cost Element group

Cost Element Group C You use a cost element group for reporting purposes, or for processing multiple cost elements in a single transaction.

Form Base Form Base C Indicator showing whether the current planning session is performed with "Layout planning" (indicator is activated).

If you activate the "Form-based planning" indicator, all objects with valid master data are displayed, regardless of whether the objects have been already planned or not. The same structure of characteristic values is displayed in each planning session.

If you do not activate the indicator, only objects already planned are shown. You can plan new characteristics here if you wish and insert them in the rows.

5. Press Overview Button


6. Enter the “Total Planned Cost” and Press Save Button.



Contents:

• Exercise : Order Variance Report


Exercise : Internal Order Variance Report – S_alr_87012993

Reports are selected in the information system using the report tree. The Internal Order actual, plan, variance report shows the total plan costs against total actual costs with a positive or negative variance.

1 To initiate Internal Orders Actual/plan Variance Report follows the menu path given below from the Initial SAP Easy Access screen, double clicking the last item:

Accounting → Controlling → Internal Orders → Information System → Reports for Internal Orders → Plan/Actual Comparisons → S_ALR_87012993 - Orders: Actual/Plan/Variance

19. On screen “Orders: Actual/plan/Variance : Initial screen”, enter information in the fields as specified in the table below:




Example: 2008


Cost center group Code identifying a grouping, for internal reporting purposes, of cost centers with similar characteristics

Example:



21. Select your Order by double clicking on the relevant master record on the left of the screen. Note: A list of order (by cost element) for the chosen Order is displayed. For Further details proceed as follows. To switch the navigation panel on the left side on or off use .

22. Click Office Integration Button . 23. Click <radio button> Microsoft Excel . 24. Click the Enter button.

Note: Notice how the screen changes to Microsoft excel look and feel. It may be necessary to change your Excel security settings for this function to work. Open excel, follow the menu path: Tools > Macro > Security, and then select medium. Also, be sure to enable macros when asked.







29. Double click on cost element


30. To view actual costs, select Orders: Actual Line Items.







35. Click on the Back button

36. Click the Yes Button.

37. Click on the Back button or press Shift+F3 to return to the SAP Easy Access

screen.




5.2.5 Unit Summary

After completing this unit, you should be able to 1. Create, Change and Display Internal Order 2. Create, Change and Display Internal Order Group 3. Execute Internal Order Settlement 4. Execute a manual Planning & budgeting process 5. To view the Different Kind of Reports

overhead cost controlling enduser training manual

Documents

cost center accounting

process overview

creation of cost center

cost center group ksh1

cost center group ksh2

cost center group ksh3

cost center master data

change cost element