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n R/3 System

n Release 4.6C

n December 2000

n Material Number 5004 2614

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7UDGHPDUNV�n Some software products marketed by SAP AG and its distributors contain proprietary software

components of other software vendors.

n Microsoft®, WINDOWS®, NT®, EXCEL®, Word® and SQL Server® are registered trademarks ofMicrosoft Corporation.

n IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®,AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.

n ORACLE® is a registered trademark of ORACLE Corporation, California, USA.

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n SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.comBusiness Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP™, SAPBusiness Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit,SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countriesall over the world. All other products mentioned are trademarks or registered trademarks of theirrespective companies.

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Cost Managementand Controlling

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Cost CenterAccounting

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Product Cost Planning

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Profitability Analysis

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Profit CenterAccounting

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Executive InformationSystem (EIS) 1 -Reporting

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Activity Based Costing

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Cost Object Controllingfor Products

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Transfer Prices

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Executive InformationSystem (EIS) - Settingup the System

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Overhead Orders

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Cost Object Controllingfor Sales Orders

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Actual Costing /Material Ledger

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Executive InformationSystem (EIS) 3 -Business Planning

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n This example illustrates the main purpose of overhead order use in Overhead Cost Controlling. In thefirst case, you post costs for the two trade fairs directly to the cost center responsible for supportingthese events. As external costs and internal activities have the same cost elements on the same costcenter, you cannot easily determine which event created which costs. This means that you cannotmake any further analyses for comparison purposes.

n If, however, each event receives its own overhead order, as in the second case, the costs are collectedseparately. The settlement function allocates the order costs to the cost center responsible forsupporting the trade fairs, which provides you with the organizational view of the costs. This enablesyou to analyze and compare the results of the trade fairs, even after the settlement has been made.

n A further advantage is the wide variety of planning and budgeting functions provided for orders.

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n You can use orders as internal cost objects.

n Depending on the type of jobs described in the order, there are different ways of settling it.

n If a job affects a single product, you could settle the costs to the responsible cost centers. The nextstep in this case, would be to assess the costs from the cost center to CO-PA.

n If it is a general job that affects the whole enterprise, it would be difficult to find a cost center for thesettlement. In this case, you could use direct settlement to CO-PA.

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n You can use overhead orders for detailed controlling for a particular object or activity. All costsrelated to this object or activity are assigned to the relevant order. When you create an overheadorder master record, you choose whether to create it as a true order or a statistical order.

n You use the true order to collect costs and distribute them later to different cost centers or otherobjects.

n In the initial posting, the costs are updated to the true order. During periodic order settlement, youallocate the costs to the actual controlling objects. You can settle portions of the order costs toobjects a large number of.

n When you create a truel order, you must assign the order to a company code. If you have selectedbusiness area balance sheets in FI, you must also assign the order to a business area.

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n You use statistical orders to evaluate costs that cannot be itemized in detail in Cost ElementAccounting or Cost Center Accounting.

n You achieve this by assigning the costs to both the statistical order and the responsible cost center,which directly displays the costs on the order (statistical, for information purposes only) and the costcenter (real costs).

n The cost center to which you want to post costs can be stored in the master data. This enables thesystem to find the cost center automatically. Normally you need to specify the cost center and theorder so that the posting document is complete.

n You also have the option on a statistical order whether to record a company code and business areaon the order master record. If you make these assignments, you can only post transactions tocontrolling objects, such as cost centers, which belong to the same company code and business area.For cross-company code or cross-business area controlling, do not assign a company code orbusiness area to the statistical order.

n You can neither settle statistical orders nor apply overhead to them.

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n Internal orders in the R/3 System describe individual jobs within a controlling area. Orders supportaction-oriented planning, monitoring, and allocation of costs.

n You can use internal orders to:

é Monitor internal jobs settled to cost centers (overhead orders)

é Monitor internal jobs settled to fixed assets (investment orders)

é Offsetting postings of accrued costs calculated in CO (accrual orders)

é Display the cost controlling parts of Sales and Distribution customer orders and revenues that donot affect the core business of the company (orders with revenues)

n The management of internal orders represents the most detailed operational level of cost and activityaccounting and can be used for the following:

é You can analyze costs differently than in Cost Center Accounting for cost management.

é You can compare in-house production and external procurement costs for decision-making.

n The primary focus of this course is overhead orders. The other types of internal orders are discussedin more detail in “Special Subjects”.

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n Investment Management (IM) provides functions that support the planning, investment, andfinancing processes involved in investment measures in your enterprise. You can control measuresthat your company undertakes for the purpose of producing long-term assets for its own use,and which have to be entered in the balance sheet as assets under construction.

n Measures are represented in the system by either internal orders or WBS (work breakdown structure)elements. You can create an internal order that automatically includes an asset under construction.To do so, you need to enter an investment profile in the order master data.

n In the construction phase, you post all business transactions to the order. During periodic settlementall debits that do not have to be capitalized are settled to a CO receiver, such as a cost center.All items that are not to be settled to receivers in Controlling and which require capitalization, aresettled directly to the asset under construction. The monthly balance evaluations display theinvestment measure in the asset inventory.

n Full settlement is made when the investment measure is complete. For complete or partial activation,you specify the final assets (which are to be used for settlement of the asset under construction) inthe order settlement rules. The asset under construction is automatically credited.

n The settlement side includes a procedure for line item settlement for this particular order type,in addition to the standard settlement methods for internal orders.

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n Internal orders can be used for collecting monthly credits that result from the accrual calculation.

n Organizational expenses are often allocated differently in Financial Accounting (FI) than inControlling (CO). For example, an expense entered into FI in one accounting period may cover awhole year. In order to avoid cost fluctuations in Cost Center Accounting, irregularly occurringexpenses should be allocated to the relevant time periods and cost centers. This even distribution ofan irregular expense is termed accrued cost.

n You can use the percentage method or the target=actual method to calculate accrued costs.

n With the percentage method, you determine accrued costs using an overhead percentage rate that isapplied to a reference cost element or group of cost elements.

n In accrual calculation, the amounts of the accrued costs are debited to the cost centers.Simultaneously, an accrual object defined by you (cost center or internal order) is credited.The actual costs are also posted to the accrual object in order to calculate, analyze, and allocate anybalances between expenses from FI and accrued costs from CO.

n In the target=actual method you also can use an internal order for collecting the credits.

n Accrual calculation requires order category 02 (accrual calculation order).

n Both methods of accrual cost calculation are dealt with the in course AC410 - Cost CenterAccounting course.

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n The master data defines the attributes of an order, including organizational assignments.

n Similar to cost centers, you assign overhead orders to a company code and a controlling area.To create business area balances in Financial Accounting, you also need to define a business area inthe order master record.

n To transfer values that were posted to orders to a profit center, you enter the profit center in the ordermaster data. All actual postings to the overhead order are transferred automatically to the profitcenter. If required, you can also transfer plan values to profit center planning.

n If you assign an order to a work breakdown structure element (WBS element), you can monitor thevalue of the order in the Project System (PS). In addition, you can settle all orders assigned to theproject automatically during project settlement.

n The remaining assignments are for information purposes, meaning they can be evaluated in theinternal order information system. This information does not influence the posting of plan or actualcosts.

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n You can only create internal orders with reference to an order type.

n You must assign each order to an order type, which then transfers certain parameters to the order.Order types define the purpose of the order and the way it is processed in the system. The order typemay also be used to group together orders with similar characteristics.

n The order type is valid for an entire client, so you can use an order type in any controlling area.

n The order type determines, for example:

é Whether commitments management is active

é Whether revenue postings are allowed

é Order status management

é Characteristics (required, optional, and so on) of master record fields

é Whether the order number is internally or externally assigned and the number range

é General parameters for settlement, planning, and budgeting

é Order layout

n The &2�SDUWQHU�XSGDWH�indicator can have a large impact on system performance, therefore youshould activate it only when absolutely necessary.

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n The master data is displayed in up to five tab pages in a tab index. You can name the tabs asrequired.

n The master data fields are distributed among nine predefined group boxes. You can display or hidethe fields in the group boxes, and set them as “mandatory” or “Optional” entry fields.

n You can distribute these group boxes among the tab pages and specify where they should appear onthe tab page.

n The new order layout with tab pages is only available for RYHUKHDG��DFFUXDO��PRGHO��and�&2SURGXFWLRQ orders (order categories 01, 02, 03 and 04).

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n The standard R/3 System includes four system status settings: &UHDWHG��5HOHDVHG��7HFKQLFDOO\&RPSOHWH,�and�&ORVHG. The system status allows only certain business transactions, for example,you cannot post actual costs in the &UHDWHG�phase. Changing the status of an overhead order is itselfa business transaction and is done on the order master record.

n If the status settings in the standard system are not detailed enough, you can create user-definedstatus indicators for further subdivisions. The system and user status settings determine whether abusiness transaction is valid. A status can:

é Allow a business transaction

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n For example, you may want to switch to a planning approval procedure for high value orders beforethey are released. The initial system status of &UHDWHG� allows the release transaction. To restrict this,you could create as your initial user status an 8QDSSURYHG setting that prohibits releasing the order.A system/user status combination of &UHDWHG��$SSURYHG�would be required before the order could bereleased and have actual costs posted to it.

n You can also define field selections, that are status-dependent, and authorizations for your userstatus settings. The first allows you to control master data field maintenance during the order lifecycle. The second allows you to define which users are allowed to process business transactions atdifferent points in the life cycle.

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• Determine that a user status is automatically set during the execution of a business transaction

• Allow or forbid specific transactions

n The status number assigns the sequence for the user statuses in a status profile. You can have onlyone user status with an active status number at a time. If you assign a status number to a user status,you also specify a lowest and highest status number, which controls the subsequent user statuses.For example, if the current status number is 20, and the highest status number is 40, you can updatethe order status to either 30 or 40, but not to 50.

n Defining a status number for a user status is not required. A user status that does not have a statusnumber can be activated or deactivated at any time, regardless of whether other user statuses arealready active.

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n As in Cost Center Accounting, you can place overhead orders in hierarchical groups. You can set upa structure using as many levels as required. Order groups are useful for planning and settling costs,calculating overhead, and creating reports for any given combination of orders you define.

n Unlike CO-OM-CCA, however, order groups are client-dependent. This means that you can use anorder group name only once. You cannot use the same group name to create different groupstructures in different controlling areas. However, you can assign orders from any controlling area toan order group.

n The &UHDWH�JURXS�ZLWK�UHIHUHQFH function allows you to copy a group structure to a new group.The highest level group name is created physically, and the hierarchy below this group is the same asthe reference hierarchy. You can then modify this new group as required.

n Order group maintenance also includes the &RS\�JURXS�ZLWK�VXIIL[ function. You can copy anexisting hierarchy and add a suffix to its groups to create an historical view of the group structure.You can then freeze the hierarchy with the suffix and make changes to the current hierarchy toreflect your new grouping requirements.

n You can assign an order to multiple groups, but there is no standard hierarchy

n If you create or change groups�of internal orders, then you can also assign a selection variant to anend node. This provides you with a dynamic group, in which the contents can change. The systemperformance is better for groups if they do not have selection variants.

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n You use VHOHFWLRQ�YDULDQWV to gather orders in a single listing for collective processing (for example,master data maintenance or order settlement). In addition to order fields, you can also makeselections based on the following:

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n You use OLVW�YDULDQWV to specify which order fields will be displayed in which sequence. In the aboveexample, the display “ Order” , “ Text” , and “ Responsible cost center” is defined by the list variant.You could, for example, select this list variant to update the responsible cost center for the selectedorders using the PDQXDO�FROOHFWLYH�SURFHVVLQJ function.

n You can create an order group from the selected orders and use this group in reporting.

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n Automatic collective processing offers convenient options for changing multiple orders in one step.It enables you to update the status of the orders or substitute values on the order master record.

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n The definition of VXEVWLWXWLRQ�UXOHV is used to make collective changes for orders based on anydesired criteria. Each rule consists of one or more steps, each comprising two main components:é The SUHUHTXLVLWH, as with the order list, is the definition of a selection variant that finds the orders

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n You can go from the worklist to the data screen.

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'DWD�8VHG�LQ�WKH�([HUFLVHVIn most of the exercises you create your own data. When creating data, use thefollowing key:

If this is displayed: Replace it with:## Your group number (01, 02, , 19, 20)

Use the following additional information in the exercises:

'DWD�8VHG�LQ�WKH�([HUFLVHV'DWD 'DWD�LQ�WKH�WUDLQLQJ�V\VWHP 'DWD�LQ�WKH�,'(6�V\VWHPControlling area 1000 1000

Company code 1000 1000

Business area 9900 9900

Order type 0850 0850

Statistical order type 1000 1000

Status Profile 00000002 00000002

Allocation structure 20 20

Planning profile 000001 000001

Budget profile 000001 000001

G/L cash account 113100 113100

Vendor VEND-99 VEND-99

Purchasingorganization

1000 1000

Purchasing group 000 000

Plant 1000 1000

Storage location 0001 0001

Material group 00107 00107

&RVW�FHQWHUV�Vehicles 1220 1220

Marketing 3200 3200

IT service 4120 4120

© SAP AG AC415 3-36

'DWD 'DWD�LQ�WKH�WUDLQLQJ�V\VWHP 'DWD�LQ�WKH�,'(6�V\VWHP3URILW�FHQWHU�Internal activities 1400 1400

Administration 1402 1402

&RVW�HOHPHQWV�Consumption ofsupplies andconsumables

403000 403000

Spare parts 404000 404000

Packing material 405000 405000

Activities purchased 417000 417000

Direct labor costs 420000 420000

Vehicle costs 475000 475000

Office supplies 476000 476000

IT supplies 476100 476100

Order settlement 650000 650000

Overhead -miscellaneous material

655110 655110

In the table below, record some of the data that you create in the exercises forreference when doing more exercises later on.

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Order: Advertising brochure for paint ________________________________________

Order: PC - Repair / maintenance ________________________________________

Statistical order - automobile ________________________________________

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• Create an order type.

• Create an overhead cost order.

• Recognize the options of the user status and analyze the effect ofchanging the system status.

• Create an overhead cost order group, and assign the orders to it

• Execute a collective processing run

• Create a statistical order.

The cost centers for Marketing, IT services and Vehicles belong to thegroups that need an order. You will create test orders for these groups, touse the functions in the SAP R/3 System.

The Marketing and IT Services departments will use "true" orders tocumulate the costs for services provided to other cost centers. This enablesyou to allocate (settle) the costs to the cost centers who received theservices. The marketing order is a single order for the creation of abrochure to promote paint sales. Since this is a short-term order, you donot create it as plan-integrated. The IT service order is a long-term order,which is used for several fiscal years and you therefore create it as plan-integrated. Before you create your marketing order, you need to create anew order type.

Vehicles will use a statistical order for each vehicle. This means that youcan assign the costs for particular vehicles and post them directly to thevehicles cost center.

You will also create an order group for processing your orderscollectively.

The abbreviations for the menu paths used in the solutions section are asfollows:

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1-1 In Customizing, create a new overhead cost order type for use by the Marketingdepartment for their advertising brochures.

1-1-1 Order type 0$## is for JURXS�## �PDUNHWLQJ�EURFKXUHV� The ordertype LQWHUQDO�RUGHU is to be assigned to this group. The order type isclassified for the order summarization, and the commitments areupdated. Assign the status profile for internal orders (��), theallocation structure for internal orders (��), the general planning profile(��) and the general budget profile (��). Save the settings forthe order type.

1-1-2 Assign your new order type to the number interval in the marketingdepartment (400000-499999). Save the assignment.

1-2 Create an overhead cost order for the marketing department for the developmentof an paint advertising brochure. Release the order so that you can start theposting transactions for it.

When you have logged on to the system for the first time, and call upa Controlling function, the system displays the Set controlling areadialog box. If this is displayed, enter controlling area 1000.

1-2-1 Create the master record 3DLQW�DGYHUWLVLQJ�EURFKXUH�*URXS�##, usingyour new order type (0$##). Assign the order to company code ��business area ��, and profit center �� Do not save the order masterrecord as yet.

1-2-2 Check the order status and the business transactions that are allowed.What are the system and user statuses? Would you be able to process amaterial purchase order for this overhead cost order if you had alreadysaved your entries? Would you be able to process an incoming invoice?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

1-2-3 Release the order and look at the changes in the list of allowed businesstransactions. What is the user status now? Would you now be able toprocess an invoice for this order? Once you have checked the status,save the order. Enter the order number and UHFRUG�LW�RQ�\RXU�GDWDVKHHW�_________________________________________________________

_________________________________________________________

_________________________________________________________

© SAP AG AC415 3-39

1-3 Create an overhead cost order that is plan-integrated for the IT Servicedepartment for PC repairs and maintenance, then release it.

1-3-1 Create the order master record 3&�5HSDLU�0DLQWHQDQFH�*URXS�##using order type �� Assign the order to company code �� businessarea ��, and profit center �� Do not save the order master record asyet.

1-3-2 Release the order and save it. Enter the order number and UHFRUG�LW�RQ\RXU�GDWD�VKHHW�_________________________________________________________

1-4 Create an order group for the orders that you have created so that you canprocess collectively. Call the group 25'�*5## and enter 2UGHU�JURXS�## asthe description. Assign the two orders that you created in the previous exercisesto this group. Save your order group.

1-5 You have forgotten to assign your overhead cost orders to the cost centersresponsible for order administration. Update your order master records usingcollective processing.

1-5-1 Use your order group (25'�*5##) to select your orders for processing.Use the ,'(6B��B&$��selection variant, and the 6$3��list variant.

1-5-2 Assign the advertising brochure order to the Marketing cost center(��) and the PC Repair/maintenance order to the IT Services costcenter (��). Save your changes.

1-6 Create a statistical overhead cost order to collect costs on the Vehicles costcenter for a company car. Assign the new order to your order group.

1-6-1 Create the statistical order. Use the statistical order type �� for this.Call the order $872## and add your group to the short text. Assign theorder to business area ��, and profit center �� Switch to thestatistical key figure and save your order. Enter the order number onyour GDWD�VKHHW.

1-6-2 Add your statistical order ($872##) to your order group(25'�*5##).

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n Orders are updated by event-based postings from different SAP R/3 application components.The types of event-based postings for overhead orders are similar to those for cost centers.

n In )LQDQFLDO�$FFRXQWLQJ you can assign primary cost postings(such as for external services anddeliveries) to an overhead cost order.

n In 0DWHULDOV�0DQDJHPHQW, goods receipts and goods issues may result in primary cost postings toan overhead order. When you enter a goods receipt for a purchase order that is assigned to anoverhead order, the overhead order is automatically debited with actual costs (purchase order pricegoods receipt quantity). A goods issue which references an overhead order also results in actual costsbeing posted automatically to the order.

n &RQWUROOLQJé You enter funds reservations to record commitments in CO.

é Reposting functions allow you to post primary costs to an order. You can post secondary costsfrom a cost center to an order using direct activity allocations.

é You can record statistical key figures for use as the basis for allocations to your orders and foranalysis of your orders.

n When you post actual costs you create:

é Totals records

é Line items

n A totals record summarizes all the costs posted to the order under a particular cost element. Lineitems consist of the document rows created during posting, and document the individual postingtransactions.

n To be able to post actual costs to an order, the relevant business transactions must be allowed by theorder status.

© SAP AG AC415 4-7

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n When you post actual costs to a true order, the WUXH�costs are collected there. You can also repost orsettle the costs to other receivers as required. If the order is assigned to a profit center in the masterrecord, the actual costs are posted VWDWLVWLFDOO\�to the profit center for analysis purposes.

n You can specify a cost center when you post actual costs to a true order. In this case, the cost centerreceives a VWDWLVWLFDO�posting of the actual costs. You still manage the costs at order level, but thecost information is immediately available at cost center level for analysis.

n When you post actual costs to a statistical order, the WUXH�costs are collected on a true cost collector,such as a cost center. The costs are managed at cost center level, but may be analyzed in more detailat order level. Therefore, both the cost center and statistical order must be identified on the businesstransaction.

n To facilitate entry, you can specify an $FWXDO�SRVWHG�FRVW�FHQWHU�to a statistical order on the ordermaster record. You can select one of teh following:

• The system DOZD\V�uses the assigned cost center. If you manually enter a cost center, the systemreplaces it with the cost center in the order master record.

• The system uses the assigned cost center RQO\�if no cost center has been manually entered.

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n You can also use event-based postings in Overhead Cost Controlling (CO-OM) for overhead orders.These functions are used in the same way as the corresponding functions in Cost Center Accounting.

n You enter event-based allocations directly online, which triggers the immediate transfer of actualcosts between the sender and receiver objects. The following are event-based allocations foroverhead orders:

• Reposting costs and revenues

• Reposting line items

• Direct activity allocations

• Reposting direct activity allocations

n In addition to posting primary and secondary costs, you can post statistical key figures to yourorders. Statistical key figures are used for periodic cost allocations to the orders, and for orderanalysis.

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n A commitment identifies costs which will be incurred in the future for materials and servicesrequested or ordered. By recording commitments as well as actual costs, you can compare the fundsyou have allocated to your planned or budgeted cost to determine funds availability.

n You must activate commitments management in the controlling area and in the order type to createcommitments information on an order. The order status must also allow the relevant businesstransaction.

n You use certain MM and CO business transactions to record commitments on your overhead orders:

é A commitment is recorded automatically when you assign an overhead order to an MM purchaserequisition or purchase order line item. A SXUFKDVH�UHTXLVLWLRQ�records an internal requirementfor a good or service, and an account assignment on a purchase requisition is not required.A SXUFKDVH�RUGHU�is a contractual obligation with a vendor to pay a certain amount for a specifiedquantity of goods or services. An account assignment is required on a purchase order.

é You can record a commitment manually by entering a funds reservation into CO. A IXQGVUHVHUYDWLRQ�reflects costs which you are certain to incur, but which have not yet been recorded inPurchasing.

n Purchase requisitions and funds reservations reflect provisional commitments, which may bechanged at any time. A purchase order, because it is a contractual obligation, represents a firmcommitment, which cannot be changed without the agreement of both parties. The informationsystem identifies commitments separately by origin, allowing you to analyze these funds accurately.

n You must activate commitments management for each controlling area.

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n You can carry forward open commitment values into the first period of the next fiscal year as part ofyear-end closing.

n For example, you have a purchase order line item with a delivery date of December 28, 1999. Thisresults in a commitment being recorded on your overhead order for period 12 of 1999. If this item isnot delivered by the end of fiscal year 1999 and the purchase order line remains open, you processthe commitment carry forward to record the commitment in the first period of fiscal year 2000.

n For performance reasons, the documents processed by the commitment carry forward are not lockedfor editing during processing. Therefore, do not process purchase orders from prior fiscal years whilethis program is running, as this may cancel the update.

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• Create primary cost postings on true and statistical orders.

• Create a purchase order.

• Post a goods receipt.

• Recognize different options for transaction-based postings in CO.

You know that the orders used by the IDES concern are updated bybusiness transactions in Materials Management (MM) and in FinancialAccounting (FI), as well as directly in Controlling (CO).

You will make typical G/L account postings in FI as part of your analysisof the costs flowing into and within CO. This updates the true order for theadvertising brochure and the statistical automobile order, so that thedifferences between the order categories become clear. You will process apurchase order and a goods receipt in MM on your advertising brochurefor an insight into commitments management.

You will also use the online documentation to find out about transaction-based postings in CO, for a better understanding of the use of each of thefunctions.

1-1 Make G/L account postings for your overhead cost order for the advertisingbrochure and for your vehicles order, then compare the results in the informationsystem.

1-1-1 Create a G/L account posting for your marketing order, which includes thepacking material bought for the brochures. Enter the document for companycode �� and currency 81,� Make a debit posting of �� to G/L account��. Make a credit posting to G/L account ��. Enter an asterisk (*)for the credit posting to default the appropriate amount. Post the document.

In the master records of the G/L accounts, some of the outputs havebeen configured to display any taxation of these accounts. Thewarning message is to ensure that you do not forget to enter a taxcode if needed. All outputs are treated as non-taxable in thisexercise. You can therefore ignore the warning message.

© SAP AG AC415 4-14

1-1-2 Create a G/L account posting for the company automobile costs to yourstatistical automobile order ($872##) and the vehicles cost center (��).Use today’s date for the document. Make a debit posting of �� to G/Laccount ��. Make a credit posting to G/L account ��.Enter an asterisk (*) for the credit posting to default the appropriate amount.Post the document.

1-1-3 Check the effects of the G/L account posting on your orders. Call up the"Order: Actual/Plan/Variance report" for the European controlling area(1000) for the current period, fiscal year and plan version 0. Note down thereport for your order group ORD-GR##. Use the variation function todisplay each order report. Display the accounting document for each of thenew postings. What is the difference between the posting on the true and thestatistical order?

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Note that the system asks if you want to save an extract when yourun this and other reports. Choose NO.

1-2 Create a commitment for your advertisement brochure order by creating apurchase order.

1-2-1 Create a purchase order for SULQWLQJ�VHUYLFHV� which is to debit the order(account assignment category )). Printing is done by 9(1'�� Thepurchasing organization is ��, the purchasing group is ��, and the plantis ��. You need to order ��KRXUV�at a cost of �� units per hour. Thematerial group is ��, and the current date is the delivery date. The G/Laccount is called Purchased activity (��) and the debited order is youradvertising brochure order. Save your purchase order and note down thedocument number.

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If the system displays "Create purchase order: Enhancement option",choose 1HZ�SXUFKDVH�RUGHU. Choosing the default would mean thatyou enhance an existing purchase order, which is not the order yourequire.

© SAP AG AC415 4-15

1-2-2 Check the commitment recorded for the marketing order. Call up the"Order: Actual/Plan/Commitment report" for the European controllingarea (��) for the current period, fiscal year and plan version �. Runthe report for the advertising brochure order.

Note that the report consists of more than one page. Scroll up anddown to view all of the report.

1-3 Check the effect of a goods receipt that is processed for your purchase order.

1-3-1 Create a goods receipt for the purchase order that you created in theprevious exercise. The movement type is ��. Save your goods receiptand note down the document number.

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1-3-2 Check the effects of the goods receipt on your advertising brochureorder. Call up the "Order: Actual/Plan/Commitment report" for theEuropean controlling area (1000) for the current period, fiscal year andplan version 0.

1-3-3 Display the original document for the actual posting of cost element��. Which document is displayed? How can you display otherdocuments that are affected by this posting?

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_________________________________________________________

_________________________________________________________

1-4 Use the online help to give a short description of the following transaction-based postings in CO. Primary cost and revenue repostings B. Direct internalactivity allocation, C. Manual funds reservations, and D. Creating statistical keyfigures:

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• Classify the business transactions that debit overhead cost orders.

• Repost the order costs.

Check the options for posting debits on orders.

You will check the reposting function by posting the costs of the ITService cost center to the PC Repair/Maintenance order.

2-1 Determine the business events that might update overhead cost orders.

2-1-1 Make a list of the business transactions including the sourceapplications, which can lead to a commitment on an order.

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2-1-2 Make a list of the business transactions including the sourceapplications, which can lead to an actual posting on an overhead costorder.

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© SAP AG AC415 4-17

2-2 Repost the spares costs from the IT Services cost center to your PCRepairs/maintenance order.

2-2-1 Use today’s date and the cost center/order entry variant. Repost �� UNIof spares costs from the IT Services cost center (��) to your PCRepairs/maintenance order. The spares cost element is ��. Save thedocument.

If the "Set controlling area" dialog box is displayed, enter �� inthe controlling area field.

2-2-2 Check the effects of the reposting to your PC Repair/maintenance order.Call up the "Order: Actual/Plan/Variance report" for the Europeancontrolling area (��) for the current period, fiscal year and planversion �. Display the actual line items for the single parts cost element(��). Use the display variant "Secondary costs: Value allocation".

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� Period-end closing includes the following periodic actual postings:

é Periodic reposting, assessment, distribution, indirect activity allocation

é Overhead

é Process costs

é Actual price revaluation

é Settlement

é Periodic reposting�

Other period-end closing activities (see AC410, Cost Center Accounting) include the following:

é Period locking

é Updating the reconciliation ledger

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n Overhead costing is the means by which you allocate indirect costs to the appropriate objects.This involves applying a percentage or quantity-based fixed amount to a specified cost base.To apply overhead, you use primary cost elements that were posted directly to the order. In themanufacturing industry, for example, these are usually the labor and material costs.

n You can apply overhead to both planned and actual costs, or on the basis of commitment data.

n For testing and forecasting purposes you can also simulate the costing. Data is not updated in thedatabase. The costing results are displayed as statistics and any errors are recorded in an error log.You can print out both the statistics and the error log.

n The rules for applying overhead are summarized in the RYHUKHDG�FRVWLQJ�VKHHW.

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n The overhead costing sheet combines three central elements which define the overhead calculation.

n The FDOFXODWLRQ�EDVH�specifies the cost element base to which overhead is applied, such as thematerials cost elements. You can further restrict the base by identifying the RULJLQ range.The origin subdivides the cost element by material.

n The RYHUKHDG�key allows you to define the amount of overhead to be applied as follows:

é In the SHUFHQWDJH�PHWKRG, you identify base cost elements. A percentage is applied to the costsposted to these cost elements. The calculated cost is added as overhead.

é In the TXDQWLW\�EDVHG�RYHUKHDG�PHWKRG, you specify the amount of overhead cost to be applied(per quantity unit posted) to the calculation base cost elements. In this case, units of measure mustbe recorded in Controlling (CO). You can enter the unit of measure in the cost element masterrecord. Alternatively, if you post materials with different units of measure to the same costelement, you must set the material master indicator 0DWHULDO�RULJLQ. Materials with differingquantity units must also be assigned to different origin groups if they are to be posted under thesame cost element.

é The GHSHQGHQF\�allows you to differentiate overhead rates or amounts by plant, company code,profit center, responsible cost center, order type, or other criteria.

é The RYHUKHDG�W\SH�determines whether the overhead calculation is for actual, plan, orcommitment data.

n The FUHGLW�key defines which object (cost centers or internal orders) is credited to offset the debit toyour overhead order. This is also where you specify the cost element to which the overheadis posted.

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n You can allocate activity to overhead cost orders from cost centers in Cost Center Accounting(CO-OM-CCA). In an activity allocation, you enter the quantity of activity provided in thetransaction, and the cost posting is derived from the plan price. 5HYDOXDWLRQ allows you to updatethe cost posting based on the actual price.

n The SURFHVV�FRVW function, enables you to allocate costs to overhead cost orders from businessprocesses in Activity Based Costing (CO-OM-ABC). The allocation is defined by a SURFHVVWHPSODWH developed in Activity Based Costing.

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n Primary postings (such as telephone costs) are collected on clearing cost center or order to minimizethe number of postings in FI. These costs are allocated to the appropriate controlling objects (such asan overhead cost order), at period-end closing according to a user-defined key.

é Line items are recorded for both the sender and receiver sides to document the allocations exactly.

é Periodic allocations can be reversed and repeated as often as desired.

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SAP AG 1999

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n You can credit an order by periodically reposting costs, using the cycle segment method.

n Periodic repostings might be made to several receivers using allocation rules. This distinguishes theappropriate portion for each receiver to be posted.

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n You usually use overhead cost orders as an interim collector of costs, and as an aid to planning,monitoring, and reporting processes. When the task is complete, the costs are transferred to theirfinal destination (cost center, WBS element, profitability segment, and so on). This process is calledVHWWOHPHQW.

n In settlement, some or all of the costs posted to an order are allocated to one or more receivers.The offset postings, which credit the order, are generated automatically. You can settle ordersindividually or collectively.

n The costs collected on an order can be settled to a many different account assignment objects,as illustrated above. Settlement to an asset or general ledger account is an H[WHUQDO�VHWWOHPHQW,because FI is updated by the settlement. Settlement to one of the remaining objects is an LQWHUQDOVHWWOHPHQW�in CO.

n You can settle statistically to a cost center, statistical order, or statistical WBS element, as well as theactual receivers.

n Order settlement is not mandatory.

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SAP AG 1999

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n Before you can settle an order, you must specify where you want to send the costs. There are twoprocedures for defining settlement: Basic settlement and extended settlement.

n %DVLF�VHWWOHPHQW allows you to settle 100% of the costs to one cost center or to one G/L account,using one settlement cost element. You enter the data in 3HULRG�(QG�&ORVLQJ�on the order masterrecord.

n ([WHQGHG�VHWWOHPHQW�allows you to create 6HWWOHPHQW�5XOHV�in the order master record which enablesyou to:

é Settle costs to one or more receivers and allow a wide range of receivers (WBS element, salesorder, profitability segment, and so on)

é Specify how the costs are to be split (distribution rules)

é Specify the cost elements to be used for settlement (settlement cost elements or original costelements)

n In extended settlement, the settlement process is controlled by assignments in the 6HWWOHPHQW3DUDPHWHUV�on the order master record. These parameters include the settlement profile, settlementstructure, PA transfer structure, and so on. The settlement profile, which specifies the default valuesfor the other parameters, is derived from the order type. You can change the defaulted settlementparameters on the order master record.

n You need to specify a settlement profile in the order master, even if you use the basic settlementfunction. This ensures that a settlement profile is available if you later change to extended settlement.

© SAP AG AC415 5-15

SAP AG 1999

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n You can enter the distribution rules in the 6HWWOHPHQW�5XOH�2YHUYLHZ�screen. The distribution rulespecifies which portion of the order costs should be settled to which receiver. Each line in thedistribution table defines the allocation to a particular receiver. Costs can be allocated to thereceivers base on the following:

é Percentage

é Equivalence number

é Fixed amount

n The SAP R/3 System ensures that you cannot create a rule containing both an amount and anequivalence number or a percentage. This is checked periodically, which allows you to change fromsettlement by percentage to settlement by equivalence numbers, by creating multiple distributionrules for a receiver and assigning different validity periods.

n The following settlement types are defined in the system for overhead orders:

é Settlement type 3(5�settles only the costs for the period you specify.

é Settlement type )8/ settles all costs on a sender object that are not yet settled, for all periods up tothe settlement period.

© SAP AG AC415 5-16

SAP AG 1999

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n The settlement profile is the central control parameter for the settlement. It is entered in the ordertype and thus provides the corresponding defaults in the order master record. The settlement profilefulfils the following functions:

é It determines whether settlement is necessary

é It flags allowed receiver categories and defaults these in the order master record (for example,as a cost center)

é It sets settlement indicators including the allowed distribution rules

é It defines document administration parameters

é It determines the default values for the remaining settlement parameters on the order masterrecord: The allocation structure, PA transfer structure, and the source structure.

n The allocation structure controls the assignment of source cost elements to settlement cost elements.You can also use the source cost element to make a settlement.

n The 3$�WUDQVIHU�VWUXFWXUH controls the assignment of cost elements to value fields in the costing-based profitability analysis. You only need this if you want to settle internal orders directly toprofitabiliy analysis.

n The VRXUFH�VWUXFWXUH controls the settlement to different receivers, regardless of the source costelements that were posted on the order.

© SAP AG AC415 5-17

SAP AG 1999

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n You can settle costs to your receivers using the same cost elements that were originally posted toyour order. This allows you to identify in detail the types of costs which were allocated to yourreceivers, such as material, supplies, and personnel costs.

n Alternatively, you can use a settlement cost element to allocate costs. With this approach, you caneasily determine what costs have been allocated to the receivers during the order settlement process.

n There are two categories of settlement cost elements:

é An internal settlement cost element (cost element type 21) is used when you settle to a controllingobject such as a cost center, order, WBS element, and so on.

é An external settlement cost element (cost element type 22) is used when you settle to an asset or ageneral ledger account.

n After settlement, the costs incurred on the order are still visible, regardless of which approach youselect. This allows you to analyze and report on your order costs at any time.

n Each time an object is settled, a settlement document is created. This is required when you reverse asettlement run or repeat a period closing. You define the number ranges for settlement documentsduring system configuration. To manage data sets, you define the residence time in the settlementprofile. This is the timeframe after which the settlement document can be archived.

n In addition to the settlement document, the system also creates:

é An FI document containing all accounting-related data (external settlement only)

é A CO document containing only cost accounting-related data

© SAP AG AC415 5-18

SAP AG 1999

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n To use the VHWWOHPHQW�VWUXFWXUH� you need to create cost element groups that contain the primary andsecondary cost elements used for debit postings to your orders. In Customizing, you link the costelement group to the settlement structure with a VHWWOHPHQW�DVVLJQPHQW. For each settlementassignment, you use a receiver type to specify whether the settlement uses the original posted costelements or a designated settlement cost element.

n You can use settlement cost elements:é To exclude costs allocated from orders to the receiver, and to describe their purpose, such as

Repairs or Maintenance

é To reduce data volumes by combining several debit cost elements into one settlement cost element

n Similarly, the 3$�WUDQVIHU�VWUXFWXUH assigns your primary and secondary cost elements to the valuefields used in costing-based Profitability Analysis.

© SAP AG AC415 5-19

SAP AG 1999

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n The source structure, (another customizing setting) enables you to settle different intervals of costswith different settlement rules to receivers.

n You need a source structure for investment orders.

n The source structure only refers to the input side of the internal order and groups the cost elementsinto categories with assigned cost element intervals.

n To use the source structure, enter it into the settlement profile or activate it in the master data forinternal orders.

© SAP AG AC415 5-20

SAP AG 1999

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n In the VRXUFH�VWUXFWXUH, you combine the primary and secondary cost elements (used for debitpostings to your order) into VRXUFH�DVVLJQPHQWV. You use the source assignments to allocatedifferent types of costs to different receivers. In our example, all material costs are settled to areceiver order and all labor costs to a cost center.

n You do not need a source structure if you want to settle all your cost elements by the same rules.To use the source structure you defined in Customizing, you enter the source structure in thesettlement�parameters of the order master record. Once this selection is made, an additional column,2ULJLQ�6HWWOHPHQW, appears in the 0DLQWDLQ�6HWWOHPHQW�5XOH��2YHUYLHZ screen. This allows you toenter a source assignment for each distribution rule and establish a different receiver for each sourceassignment.

© SAP AG AC415 5-21

SAP AG 1999

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n The PA transfer structure concept is similar to the allocation structure concept.

n The input side consists of cost element intervals. All cost elements need to be included in anyinterval, to enable settlement to a profitability segment.

n The output side links the cost elements / intervals to value fields of CO-PA. This is particularlyimportant if you have orders with revenues and want to settle them to CO-PA using costing-basedProfitability Analysis.

© SAP AG AC415 5-22

SAP AG 1999

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Strategy Percent TypeTextPrio.! "$# % &�'('*) &,+-&�.,'�'(/102&�354,/�.63�7 8�) &:9,/�3,'�9�&;.,'<&;0 !=">"�? "�" @;&�0! "A# %�&$'B'�) &>+-&;.,'�'C/10<&63�4,/�.�3�7 8�) &:9>/,3,'59�&�.,'2&>0 !�","6? "�" D�E�)

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n Automatic generation of settlement rules is a new feature of Release 4.6.

n Instead of settling each order after manually creating a settlement rule, you can now define asettlement rule in Customizing. This rule automatically creates the settlement rule for each order atthe time of the settlement.

n You have three options: You can either use the standard strategy sequence, create your own, or user-exits.

n You can create an automatic settlement rule for each order type.

n The advantage of this tool is that it saves the time you would normally spend maintaining settlementrules manually.

© SAP AG AC415 5-24

SAP AG 1999

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n You can settle from one order to another, and create information at different summarization levels.Our example uses orders to collect costs for individual repair and maintenance activities. These aresettled to the Turbine and Cooling orders to obtain summarized information on the repair andmaintenance costs of these machines. After this, the "machine" orders are settled to a final order("power plant") to display the total repair and maintenance costs for the location.

n You can process this group of independent orders using collective processing in the same settlementrun. To ensure that all the orders have been completely settled, you need to settle them in the correctorder. For this purpose, the system determines the settlement hierarchy.

n The system automatically specifies the processing sequence (settlement hierarchy) based on thesettlement rules that you create for each order. It assigns a hierarchy number between 000 and 999 tothe order. The orders are settled in descending order (highest to lowest hierarchy number), in otherwords: 000 is at the top of the hierarchy, and this order is settled last.

n If you enter settlement rules that do not lead to a complete settlement of your orders in onesettlement run, the system issues a corresponding message. In this case repeat settlement until allobjects can be completely settled. You can also enter hierarchy numbers manually.

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n You enter the period to be corrected in the 6HWWOHPHQW�3HULRG field. The posting period is the periodin which the correction is posted. The posting period must be the period immediately after thecorrection period.

n You must process the correction settlement prior to making settlements in the posting period. Thesystem does not allow you to enter a posting period that has already been settled. If you specify thata correction settlement for the prior period is required after settlement in the posting period, youmust reverse all the settlements made in the posting period first.

n The settlement period and posting period must be made the same fiscal year.

n You can use individual and collective processing for settlement corrections.

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n Period-end closing must be processed quickly, simply and reliably.

n Normally, the cost accountant is responsible for processing period-end closing

n The cost accountant knows the functions that are to be used, and the objects that are to be processed

n This person does not wish to deal with technical system details

n Nor do they wish to make repeated calls to the IT department to ask for help

n The Schedule Manager enables the cost accountant to structure, schedule, process and monitorperiod-end closing as required.

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n The four main components of the Schedule Manager are the task list, scheduler, monitorand worklist.

n All remaining function elements belong to one of these four components.

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n The Schedule Manager is the central initial screen for period-end closing.

n The notes show you how to use the components of the Schedule Manager, and how to setthem up.

n In the task list, you define the single steps of the tasks, schedule them, and trigger taskprocessing.

n Daily and monthly overviews simplify orientation and display the periodic flows.

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n The task list is the main organizational and administrative level in Schedule Manager.

n It collects and manages all periodically-executed tasks in a clearly-arranged, graphical tree structure.This also enables you to schedule the tasks using Drag&Drop.

n You define the desired calendar settings for subsequent task scheduling.

n You also define the corresponding time frame for subsequent monitoring in the work lists. Note thatif the time frame is overly long, then it can have a detrimental effect on performance.

n You set the day view according to your preferences.

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n The many order types and the flexible links between them enable you to portray and evaluatecomplex, period-end closing scenarios that are cross-application and tailored to your needs.

n In combination with further "sub-" workflow definitions, the task type in the flow definition,based on the R/3 workflow, allows almost any nesting level.

n The flow definition is composed of jobs, reports or other flow definitions.

© SAP AG AC415 5-33

SAP AG 1999

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n The task list is a central component of Schedule Manager.

n It provides a structured overview of all period-end closing activities.

n The task list contains the following task types:é Flow definitions: Complex processing chains that consist of many different processing steps.

é Report and jobs: Processing steps that you can define individually using variants, and can executein the background.

é Online transactions.

é Notes: These do not lead to processing in R/3. They often act as reminders for processing stepsthat you execute outside R/3. You can include office documents without any problems.

n The day view provides a complete overview of the process and status of individual task elements.Depending on processing status, you can go to the Job Monitor and perform detailed error analysis.

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n The flow definition consists of single flow steps, which include scheduling programs with variants inthe job control for the R/3 System, and user interaction whereby users are provided with informationby mail.

n Application specific requirements of the interface for the flow definition can be realized using theworkflow profiles. If required, these profiles can be created and delivered using the project team. Areport must exist to enable processing to be made available as flow steps. This report must provideall processing parameters and have an ergonomic interface.

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n The work list displays the objects that are to be processed. The processing step and status aredisplayed for each object.

n The object list displays the processed objects and their status.

n The message list contains detailed information on errors from the object list, and notes on how tocorrect the errors.

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n The job monitor displays all information on an active or completed job that was scheduled in thescheduler. To find out the current status of jobs that are still running, you can repeat the databaseselection. If you only wish to see jobs that have a particular status, you can hide all the others. Themonitor is divided up into three areas:

é Structure tree: The selection area shows all workflows in chronological order (broken down intosubstebs), and jobs that ran in a particular period of time. This provides you with information onthe job status, the runtime and the status of the update. For detailed information on a job, double-click on the required entry in the structure tree. Use the right-mouse button to get different ways(in this job) of going to other functions, for example, restarting the report or going to the monitorfor the multilevel worklist.

é Detail view of a job: In the overview area, you can double-click on a job to display more detailedinformation: spool list (display the batch spool list(s)), job log (display the job log for the batchjob), extract (online display of saved results lists), basic list (online display of a saved shortlist,which contains the most important information).

é Message list: If messages were issued for a job and were saved, then they are displayed in thedetail area.

© SAP AG AC415 5-38

SAP AG 1999

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n In the worklist monitor, you can display the processed objects (such as product cost collectors orproduction orders). For each object and processing step, the system displays a processing status.

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é Analyze the errors

é Remove the errors

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é Ensure that objects processed without errors are re-processed, using a manual processing status(for example, if follow-up costs are incurred)

n If you have processed all the objects in the monitor, then you restart processing. The system onlyprocesses the objects that had errors beforehand (and if required, those for which manual processingwas forced).

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• Set up an overhead structure and assign it to an order.

• Calculate the overhead rate.

You will apply overhead to the order for the marketing brochure. Theseoverhead costs are for the warehouse utility used during development andpacking of the brochures. To do this, you need to set up an overheadstructure and assign it to the order. Then you can start calculating theoverhead costs for the order.

1-1 Create an overhead structure so that you can add overhead to the order for thewarehouse utility. This will be 10% of the material costs. Then assign thestructure to your marketing order.

1-1-1 Create a base (7%##) for the overhead calculation. Name the base:*URXS ## 2+�%DVH. Define the base for controlling area �� and costelement interval �� to ��. Save your base.

1-1-2 Create a percentage actual overhead (76##) for the overheadcalculation. Name the overhead *URXS�## 2+�RYHUKHDG�UDWH and usedependency '�� depending on overhead type. The �� percentagerate is to be valid for DFWXDO overhead calculations in controlling area�� for the current fiscal year. Save your overhead rate.

1-1-3 Create a credit key (7##) for the overhead calculation. Name the creditkey *U��## 2+�&UHGLW� Define the credit key for controlling area ��.The data is valid until the end of the current fiscal year, and theoverhead rate consists of �� fixed costs. The cost element used forthe overhead posting is ��. Overhead rate - miscellaneous materialand the credit object is the Warehouse cost center (��). Save yourcredit key.

© SAP AG AC415 5-43

1-1-4 Create a costing sheet (7*.##) to define the overhead calculation. Callthe sheet *URXS�##�2+�2YHUKHDG�VWUXFWXUH� In the first row (row ��),the base (7%##) that you used in exercise 1-1-1 should be assigned. Inthe second row (row ��), the overhead rate key (76##) that was createdin exercise 1-1-2 and the credit key (7##) that was created in exercise 1-1-3 should be assigned. Note that your second row should refer to thefirst row, and you should also check for errors. Save your costing sheet.

1-1-5 Assign your overhead structure 7*.## to your marketing order (in thematerial master in the tab page called Period-end closing).

1-2 Calculate the actual overhead for your marketing order and check the posting.

1-2-1 Examine the costs that were on the marketing order before the overheadwas posted. Call up the "Order: Actual/Plan/Variance report" for theEuropean controlling area (��) for the current period, fiscal year andplan version �. Run the report for the marketing order. How high are thetotal costs on your order?

_________________________________________________________

1-2-2 Calculate the actual overhead for your marketing order for the currentperiod and current fiscal year. Run the calculation in a WHVW�UXQ andchoose 'LVSOD\�GLDORJ� What is the overhead amount applied to yourorder?

_________________________________________________________

1-2-3 Calculate the actual overhead in an update run.

1-2-4 Examine the costs for your marketing order after the overhead posting.Call up the "Order: Actual/Plan/Variance report" for the Europeancontrolling area (��) for the current period, fiscal year and planversion �. Run the report for the marketing order. How high are the totalcosts on your order? Is the difference between this amount and the totalcosts in exercise 1-2-1 the same as with the overhead amount fromexercise 1-2-2?

_________________________________________________________

_________________________________________________________

© SAP AG AC415 5-44

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• Read the documentation on settlement parameters.

• Enter settlement rules and settle an order.

• Analyze the effect of the settlement.

• Discuss settlement reversal and reposting.

In each period, settle all true orders to the responsible cost centers.

You want to maintain actual settlement rules for your advertising brochureorder, so that you can settle costs for the current period. The costs aresettled to both cost centers for paint production for which the brochurewas developed.

2-1 Use the online help to look at the documentation on settlement parameters.

2-2 Maintain the settlement rules for your advertising brochure order.

2-2-1 Examine the settlement parameters in the master record of yourmarketing order. What is the assignment for the settlement rule and theallocation structure? Where is this information from? Is it possible tochange these assignments?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

2-2-2 Maintain the actual settlement rule. The costs for the marketing brochureorder are to be periodically settled to both cost centers for paintproduction (4240 and 4250). Since cost center �� produces a greaterquantity of paint, �� of the costs are settled to this cost center. �� ofthe costs are settled to cost center �� Save the settlement rule.

© SAP AG AC415 5-45

2-3 Settle the costs of your marketing order.

2-3-1 Process the actual settlement for your marketing order in a WHVW�UXQ tocheck the configuration. Make the calculation for the current period andcurrent fiscal year. Which costs are settled to each cost center? Whichsettlement cost element is used? How is the settlement cost elementassigned?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

2-3-2 Execute the actual settlement in an update run to post the settlementtransaction.

2-4 Check the effects of the settlement on your marketing order.

2-4-1 Check the balance of your marketing order. Call up the "Order:Actual/Plan/Variance report" for the European controlling area (��)for the current period, fiscal year and plan version �. What is the balanceon your order?

_________________________________________________________

2-4-2 Check the costs that were settled to one of the paint cost centers (��or ��). Call up the "Cost Center: Actual/Plan/Variance report" for theEuropean controlling area (��) for the current period, fiscal year andplan version �. Run the report for each of the cost centers and thesettlement cost element (��WR��). Call up the Cost Centers:Actual Line Items report and switch the display to the secondary costs:Value allocation variant, to see the partner objects of the businesstransactions. Your marketing order should appear as one of the objects.

2-5 Explain reversal and reposting of order settlements.

2-5-1 What is the purpose of reversal and reposting?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

© SAP AG AC415 5-46

2-5-2 Can you process a reversal and a reposting of a previous periodsettlement once the current period settlement has been posted?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

2-5-3 Can you reverse and repost an order group?

_________________________________________________________

_________________________________________________________

_________________________________________________________

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At the conclusion of these exercises, you will be able to:

• Explain the components in the task list

• Create a task list with different task types, and modify it accordingly

• Schedule tasks from a task list into the daily overview

• Explain the main control functions related to the task list

Schedman Inc. wants to use the Schedule Manager for your period-endclosing tasks each month. Previously, the individual flow steps wereoutlined in an excel spreadsheet outside of the R/3 system, and thenmanually executed in the R/3 System.

The Schedule Manager now provides you with a capable means ofplanning, controlling and monitoring. It greatly simplifies period-endclosing due to its integration and extensive analysis capacity.

This new component is particularly useful for monthly closing inControlling because the processing steps are defaulted exactly as requiredfor the flow organization.

1-1 Based on the known advantages of the Schedule Manager, period-end closing inControlling is to be controlled and monitored using this component in the future.

1-1-1 Which different task types are there in the task list?

1-1-2 Give a short outline of the typical characteristics of each of the task types

1-1-3 What task type is particularly useful for period-end closing and why?

1-1-4 What task type can contain more than one task type?

1-2 Create task list Z_SCMA## for period-end closing for internal orders.

The following are the processing steps needed for period-end closing activities thatare to be executed:

• Selection of all internal orders for order type Z400 for the current period in thecurrent fiscal year

• Application of overheads to the selected internal orders

• Settlement

The period-end closing activities are to be executed for the current period.(Settlement period and posting period are the same each time.)

© SAP AG AC415 5-57

1-2-1 Which task types are useful for the period-end closing scenario that isdisplayed?

1-2-2 Portray each flow step with the selected task types accordingly.If necessary, define the required program variants using the appropriate flowparameters.

1-3 Schedule the tasks in the daily overview such that they can be started immediately.

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At the conclusion of these exercises, you will be able to:

• Call up the monitor from the task list or the daily overview

• Analyze the flow steps of larger period-end closing activities simplyand efficiently

• Make efficient use of the SAP Workflow with an integrated mailconnection for period-end closing

• Explain and use the main control functions related to the monitor

The manager of period-end closing at Schedman Inc. has scheduled thetasks for period-end closing in the daily overview accordingly.

Now the flow is to be executed and monitored to identify any errorsquickly, and to immediately make any corrections required.

Once closing is complete, the manager will receive a mail requesting thatthe flow be checked.

2-1 Check the flow of the period-end closing run by going to the monitor for flowsteps.

2-1-1 What are the processing statuses?

2-1-2 Display all the objects for a particular processing step that werecorrectly processed.

Which list do you need to call up for this?

Display all the orders for order type Z400 that were correctly processed.

Ensure that the internal order was processed without errors.

2-1-3 Which worklist was created for the flow?

Display the object messages for an object that contains errors.

Correct the error in its master record.

Change the status of an object manually.

© SAP AG AC415 5-59

2-1-4 Start the processing for period-end closing again.

Display the mail received for this, and from here, restart processing forthe worklist.

Check the results of the second run by going back to the monitor.

What changed during the second run?

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1-1

1-1-1 The task list recognizes the following task typesFlow definitionTransactionReports/jobsNotes

1-1-2 The flow definition is based on the workflow and consists of flow steps.This enables you to construct complex processing chains.Reports and jobs are processing steps that are adapted to requirements usingvariants. They run in the background.Transactions are processing steps that run online.Notes are used as reminders as well as processing.

1-1-3 Based on Workflow, and enables you to portray complex and cross-application scenarios for period-end closing, using any nesting combination.

1-1-4 Flow definition

1-2

1-2-1 Flow definitionTransactionReports/jobsNotes

1-2-2

Menu path:

,QWHUQDO�RUGHUV�→�3HULRG�HQG�FORVLQJ�→�6FKHGXOH�0DQDJHUChoose Create task list.

,Q�WKH�7DVN�OLVW�ILHOG��HQWHU�=B6&0$��Choose Continue.

In the Period-end closing field, enter CO group ##.

Choose Save.

Go back.

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Select your task list�Choose Task list→�Change task list.

Select your task list�&KRRVH�&UHDWH�WDVN�JURXS�,Q�WKH�GHVFULSWLRQ�ILHOG�(QWHU�3HULRG�HQG�FORVLQJ��LQWHUQDO�RUGHUV�&2�JURXS��,Q�WKH�5HVSRQVLEOH�ILHOG��HQWHU�\RXU�QDPH�2SHQ�XS�WKH�VWUXFWXUH�

Select your task group�&KRRVH�&UHDWH�WDVN�,Q�WKH�GHVFULSWLRQ�ILHOG�(QWHU�3HULRG�HQG�FORVLQJ��LQWHUQDO�RUGHUV�JURXS��&KRRVH�)ORZ�GHILQLWLRQ�(QWHU�=B,2B��&KRRVH�&UHDWH�(QWHU�WKH�GHVFULSWLRQ��)ORZ�GHILQLWLRQ�IRU�LQWHUQDO�RUGHUV�Choose the "Internal Orders" application.

Choose: With work list�Choose Execute.

Click Worklist selection.

Choose Create selection variant.

In the selection variant field, enter VAR##.

Choose Create and then Enter.

In the Period field, enter the current period.

In the Fiscal year field, enter the current fiscal year.

Choose Create.

In the Order type field, enter Z400.

Go back.

Choose Save.

In the Meaning field, enter:Internal orders, order type Z400 Group ##.�Choose Save.

Go back.

In the Task Detail screen, enter your name in the When error, mail to field.

Go back�

© SAP AG AC415 5-62

Click on Calculate overhead.


In the selection variant field, enter VAR##.

Choose Create and then Enter.



Choose Enter.

In the Meaning field: enter Internal orders, overhead, Group ##.�Go back and save.

In the Variant field, enter the created variant VAR##.

Go back�

In the Workflow screen, select Revaluation at actual prices, and remove thisstep.

Click on Settlement.


In the Create field, enter VAR##.

Choose Create.



Choose Enter.

In the Meaning field: enter Internal orders, overhead, Group ##.�Choose Save.

Go back�In the Variant field, enter the created variant VAR##.

Go back�Choose Save.

Choose Check.

Go back and choose Enter.

Go back to the Change Task List screen.

Select your last task�Choose Create task.

In the description field: enter Update period lock, group ##�Choose Transaction.

In the Transaction field, enter OKP1�Choose Continue.

© SAP AG AC415 5-63

Select your last task�Choose Create task.

In the description field: enter Mail to all involved, group ##�Choose Note.

Choose Enter.

Save the task.Activate the workflow process.

Go back�Save your task list.

1-3 In the calendar, select today’s date.

Select the task Period-end closing, internal orders, group ##.

Use drag-and-drop to drag the task to the calendar to the current time.

In the dialog box, choose Immediate start.

Choose Flow and then Enter.

© SAP AG AC415 5-64

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2-1

2-1-1 Processing completed without errorsProcessing completed with warningsProcessing completed with errorsProcessing checked and is ok

2-1-2 Double-click on the scheduled task list or choose *RWR�→�0RQLWRU�2-1-3 Double-click on a processing step to get to the object list. If required, set all

processing statuses for the object.Select an object and use 'HWDLOV to go to the step messages (if any exist).Go back

Double-click on a status symbol and change the status manually.

2-1-4 Start another processing run using the mailbox, without rescheduling.Next, check the results (as with 2-1-2). If an error was corrected, thecontinued process run should be completed.

© SAP AG AC415 6-1

SAP AG 1999

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l <RX�KDYH�VSRNHQ�WR�VHYHUDO�FRVW�FHQWHU�PDQDJHUVDQG�KDYH�IRXQG�WKDW�WKHUH�DUH�PDQ\�GLIIHUHQW�ZD\VLQ�ZKLFK�WKH\�ZRXOG�OLNH�WR�XVH�RYHUKHDG�RUGHUIXQFWLRQV��SDUWLFXODUO\�WKH�SODQQLQJ�IXQFWLRQ

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SAP AG 1999

l 6RPH�PDQDJHUV�ZDQW�SODQ�WKHLU�RUGHUV�LQ�JUHDWGHWDLO��ZKLOH�RWKHUV�ZDQW�WR�SODQ�PRUH�JHQHUDOO\�7KH\�DOVR�ZDQW�WR�NQRZ�KRZ�WR�KDQGOH�RUGHUVZKLFK�DUH�FUHDWHG�GXULQJ�WKH�ILVFDO�\HDU�DQG�WKHUHIRUH��QRW�LQFOXGHG�LQ�WKH�LQLWLDO�SODQQLQJSURFHVV��0DQ\�DUH�FRQFHUQHG�WKDW�XVLQJ�WKLVDSSOLFDWLRQ�LQFUHDVHV�WKH�DPRXQW�RI�PDQXDOSODQQLQJ�WKDW�LV�UHTXLUHG�RI�WKHP�

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l 7KH\�DOVR�ZDQW�\RX�WR�UHYLHZ�WKH�V\VWHP�RSWLRQVIRU�EXGJHWLQJ�DQG�WKH�DYDLODELOLW\�FRQWURO��DQG�PDNHD�UHFRPPHQGDWLRQ�IRU�LWV�XVH�ZLWKLQ�,'(6�

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SAP AG 1999

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n During order planning, you enter costs, activities and business processes which you expect to incurduring the life cycle of an order. With order planning, you can compare plan and actual costs,and carry out differentiated variance analysis.

n You administrate the approved cost framework for an order or an order group using BudgetManagement. The budget is the approved cost structure for an order and differs from the cost plan inthat it is binding. Management uses me budget to approve expected costs for an order over a giventimeframe.

n You can enter the order budget manually or copy budget information from any plan version.

© SAP AG AC415 6-8

SAP AG 1999

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n Cost planning is performed mostly on RUGHUV�ZLWK�ORQJ�GXUDWLRQV. Orders which only exist for avery short period, such as orders for unexpected small repairs, are not usually planned.

n Internal order planning provides three different levels of cost planning:

é 2YHUDOO�3ODQQLQJ�is the simplest way of planning costs for orders. You do not need the costelement to estimate overall and annual values for an order.

é When more detailed information is available for an internal order, you can use SULPDU\�DQGVHFRQGDU\�FRVW�DQG�UHYHQXH�SODQQLQJ� which covers the planning of primary costs, activityinputs and revenues in manual planning. In automatic planning, you can charge the order withoverheads, distribution costs, periodic reposting costs, assessment costs, indirect activity allocationcosts, process costs, and settlement costs. If the order is a plan-integrated order, you perform aplan credit using periodic reposting or settlement.

é If you have access to more information on sources of supply, quantities and prices, you canperform XQLW�FRVWLQJ. With unit costing you can plan on a level below the cost element level.

n You can plan VWDWLVWLFDO�NH\�ILJXUHV�as a basis for automatic allocation of your orders.

© SAP AG AC415 6-9

SAP AG 1999

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n Overall planning is the most basic form of order planning, in which you create a plan by estimatingthe costs likely to be incurred for an order. In addition to detailed, planning based on cost elementsas in Cost Center Accounting, you can save rough overall planning values for internal orders perfiscal year separately from the cost elements. You maintain these values parallel to the values fromcost element planning and unit costing.

n You can plan either overall values or values for individual years. For overall planning, you need todefine a planning profile and store it in the order type.

n From the overall planning screen, you can call up primary cost planning, unit costing, revenueplanning, and activity input planning. In addition to the overall values column, you can choose todisplay a second column (such as the total planned values shown above). The total planned values isthe sum of all the cost planning forms used (overall, cost and revenue element, unit costing, andactivity input planning). In this column, you can also display views for cost element planning andunit costing.

© SAP AG AC415 6-10

SAP AG 1999

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n For planning, you need to define a planning profile and save it in the order type. Of course,you can use the standard SAP profiles as well.

n Within the profile, you also define the time frame and whether you want to plan on a yearly oroverall basis.

n Note that in planning, you can only take into account cost elements, cost centers, activities andstatistical key figures that are organized in groups and that are fixed in the planning requirements.

n For quantity based cost planning you need to define and assign a ‘costing variant’ (CO-PC).The costing variant will be the interface to bill of material , material master data and routing(the quantity structure), which you need for planning on this level.

n Before you create a planning profile you need to define a planning version.

© SAP AG AC415 6-11

SAP AG 1999

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n You can plan your internal orders in multiple YHUVLRQV.n When you create a controlling area, the R/3 System automatically creates version 000, which is valid

for five fiscal years. Additionally, you can create alternative versions for best-case and worst-casescenarios. You can use the copy planning function to create these additional versions.

n The R/3 System always uses version 000 when referencing actual postings. Alternative versionsallow only plan data storage for internal orders, or the storage of parallel valuations if you useTransfer Prices.

n For plan integration, there are two indicators in the version and one in the order type for the ordermaster data:

é ,QWHJUDWHG�SODQQLQJ- This indicator on the plan version activates integrated planning for Controlling with other

applications (for example, Special Ledger or Profit Center Accounting). If you activate theindicator, every planning change leads to a plan line item. For internal orders, you can allowline items to be written by setting an appropriate user status.

é 3ODQQLQJ�LQWHJUDWHG�ZLWK�&&WU�$FFRXQWLQJ�DQG�$%&��$FWLYLW\�EDVHG�&RVWLQJ�- To activate integrated planning for internal orders with Cost Center Accounting or Activity-

Based Costing, you need to set the indicator in the plan version. Additionally, you must set theintegrated planning indicator in the order type, or directly in the order master data.

© SAP AG AC415 6-12

SAP AG 1999

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n Within the framework RI�LQWHJUDWHG�SODQQLQJ�IRU�LQWHUQDO�RUGHUV, you can integrate the costelement and activity input planning for an internal order plan version with cost center- or businessprocess planning. All the planned business allocations on the internal order are then automaticallyupdated on the sender/receiver cost center or business process.

n You can only use integrated planning for internal orders when the internal order already exists at thetime of cost center planning. You can use integrated planning for long term orders.

é If you plan activity inputs to an integrated planning order, the scheduled activity is updated to thecost center providing the activity.

é During planned settlement of the order, the receiver cost center is debited with the order costs.

é Overhead calculations for integrated orders debit the internal order and credit a cost center.

é In assessment and distribution the planned costs for a sender cost center are allocated usingassessment and distribution.

é Periodic repostings for integrated orders to cost centers are included.

© SAP AG AC415 6-13

SAP AG 1999

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n All orders created ad hoc, or after completion of the cost center planning, cannot be plan-integrated.You can plan those internal orders locally.

n When using orders that are not plan-integrated, note the following from the cost center standpoint:

é The order shown above is created in the year 1999 after the cost center plan is finished. Therefore,you can only use orders that are not plan-integrated.

é In actual postings, the order is debited by primary cost postings, periodic allocations, and actualactivity allocation, and is credited by settlement to a receiver cost center.

é To maintain actual and plan similarly, you need to enter a plan on the cost center that receives thesettlement via orders.

n To include costs allocated via orders to the receiver cost center from sender cost centers, you can XVHDQ�RUGHU�VHWWOHPHQW�FRVW�HOHPHQW to plan the costs as DFWLYLW\�GHSHQGHQW�RU�DFWLYLW\�LQGHSHQGHQWVHFRQGDU\�FRVWV, from the standpoint of the affected cost centers. In the planning, the “scheduled”activity at the sender cost center is updated, so the plan reconciliation can be used to reconcileplanned and scheduled activities.

n Orders that are not plan-integrated can be posted directly in actual with SULPDU\�FRVWV�(such as fromFI), and then VHWWOHG�in actual to cost centers. You can include these order costs in the correspondingreceiver cost centers by planning primary costs using an order settlement cost element.

n To include plan RYHUKHDG�on cost centers, you must plan it manually to the cost centers. You plan acredit to the sender cost center for the overhead cost element and a debit to the receiver cost centerfor the settlement cost element.

© SAP AG AC415 6-14

SAP AG 1999

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n It is possible to copy actual values or plan values to a planning version for internal orders as well asfor cost centers.

n The actual business transactions are assigned to the corresponding, manually-planned businesstransactions that can be manually planned.

© SAP AG AC415 6-16

SAP AG 1999

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n The system recognizes the following budget types:

é The RULJLQDO�EXGJHW�is the budget originally allocated.

é %XGJHW�XSGDWHV�for orders include supplements and returns and are used when unforeseen eventsand additional requirements force a correction to the original budget.

é The FXUUHQW�EXGJHW�includes the original budget and all budget updates.

n In addition to the budget update functions, you can make changes to the original budget. You canfreeze the original budget using status management. You accomplish this by creating a user statusprohibits the %XGJHWLQJ�business transaction, but does allow supplements and returns.

n When you create or update your budget, the system documents the transaction in a line item.You can display the budget line items from the budget screen. You can enter text for budget lineitems to provide supporting information for the budget transaction.

n To create a budget for an order, you must define a EXGJHW�SURILOH�and assign it to the order type.The budget profile defines the parameters for budgeting.

n In Customizing, you must define a number range for your budget documents. 1XPEHU�UDQJH��isprovided for the assignment of a number range to order budgeting.

n When you save the budget, the system checks that the sum of the annual values matches the overallvalue for the order.

© SAP AG AC415 6-17

SAP AG 1999

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n Multinational business locations may require you to perform budgeting in different currencies.From Release 4.0, you can choose different currencies to enter your budget. All budget items areconverted and saved automatically in the controlling area currency and the object currency.

n If you choose budgeting in the controlling area currency, all budget items are entered in thecontrolling area currency.

n If you choose budgeting in the object currency, you can enter the budget in this currency for eachobject. The object currency is stored in the master record of the object.

n When budgeting in a freely-definable currency, you can choose the currency in which eachbudgeting transaction should be entered.

n In the budget profile of the order type or the project profile, you should specify the currency in whichthe budget items for the order or the project can be entered.

n Nevertheless, you perform availability control and all other budgeting checks exclusively in thecontrolling area currency.

© SAP AG AC415 6-18

SAP AG 1999

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n As an order is executed, business events are recorded which call upon the available funds. Theseevents result in the posting of actual costs and commitments to the order. Commitments representobligations that will lead to actual costs through subsequent business events. A purchase order,for example, may result in a CO commitment.

n Actual costs and commitments are types of IXQGV�FRPPLWPHQWV. Funds commitments for an orderare checked against the budget by DYDLODELOLW\�FRQWURO.

n In Customizing, you define how availability control will operate for your order types:

• Is availability control active?

• For which transactions will availability control apply?

• What are the tolerance limits?

• What action will be initiated when tolerance limits are exceeded?

• Should certain types of costs be exempted from availability control?

© SAP AG AC415 6-19

SAP AG 1999

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n You use tolerances to define how the system should respond to a given degree of budget overrun.In our example, when the budget is nearly consumed (95%), a warning is issued with an automaticmail message to the person responsible. With a budget overrun of five percent (105%), theR/3 System issues an error message, and the document that caused the overrun cannot be posted.Tolerances are established for a budget profile by activity groups, allowing you to set differenttolerances for different types of transactions.

n When you select the :DUQLQJ�ZLWK�0DLO�action, you must specify a budget manager in Customizing.If no budget manager is entered, the system generates an error message. A budget manager may beestablished for each order type and object class. If more than one budget manager is defined for anorder type and class, a mail will be sent to each individual. For example, in the above illustration, theuser Peter Miller will receive a mail for any exception for order type 0100, object class OCOST.

© SAP AG AC415 6-20

SAP AG 1999

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n To create a budget for an order, you must define a budget profile and assign it to the order type.The budget profile defines the parameters for budgeting. In Customizing, you must define a numberrange for your budget documents. Number range 04 is provided for the assignment of a numberrange to order budgeting.

n In the profile, you can specify whether the availability check cannot be activated, is activatedmanually via a function in the component menu, or is activated automatically during budgeting. Youcan check funds availability using either the annual or overall budgeted value.

© SAP AG AC415 6-21

SAP AG 1999

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n You can transfer unused funds to the next fiscal year using the budget carryforward function.The SAP R/3 System will carry forward the difference between the budget and actual amounts forthe year specified.

n You cannot carry forward budgets for orders that have a system status of Complete or that areflagged for deletion, nor can you carry forward negative budget amounts.

n You can process the carry forward run more than once for a fiscal year. Each execution of theprogram carries forward budget not previously processed. You can also return funds to the “old”fiscal year, up to the amount of budget actually carried forward.

n To execute the carry forward program, you enter the fiscal year of the budget to be carried forwardand a selection variant which specifies the orders to be included. You must maintain the selectionvariant in Customizing.

n Commitments are not considered in the calculation of the unused funds. Therefore, you should carryforward your commitments before carrying forward the budget.

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• Use overall planning, cost element planning and unit costing to planorders.

After talks with cost center managers, you know that the IDES concernuses cost element planning and unit costing functions to plan the currentfiscal year. It also uses overall planning to plan for future years.

To check this function, use cost element planning to create a plan for thecurrent fiscal year for your PC Repair/Maintenance order. As this is along-term order, create an overall plan for the next two fiscal years. Youuse unit costing to create a plan for your marketing order for the currentfiscal year. As this is a short-term single order, no more planning isrequired.

1-1 Create a plan for your PC Repair/Maintenance order, using overall and costelement planning. Use cost element planning for the current fiscal year andoverall planning for the next two fiscal years. To access both methods, choosePlanning: Overall.

1-1-1 For the current fiscal year and plan version �, plan �� for the directlabor costs (cost element ��), �� for spare parts costs (costelement ��), �� for office supplies (cost element ��), and��for the IT material (cost element ��). Distribute the amountsequally to the posting periods (distribution key = �). Save your data forcost element planning.

If you call up unit costing or cost element planning by choosing3ODQQLQJ��2YHUDOO, then 6DYH on the Unit Costing or Cost ElementPlanning screens, then the data is only saved temporarily. You needto save at overall plan level to save the plans for your order.

1-1-2 Use overall planning to plan �� for the current fiscal year +1, and�� for the current fiscal year +2. Alongside the previously plannedvalues, these amounts equal an overall order plan of ��. Check andsave your order plan.

© SAP AG AC415 6-25

1-2 Create a plan for the current fiscal year for your marketing order, using the unitcosting function. Choose 2YHUDOO�SODQQLQJ to call up the unit costing method.

1-2-1 Plan your use of the advance payments/deliveries and packaging usingunit costing. Use the 9DULDEOH�LWHP�category for your entries.

Plan ��KRXUV�RI�SULQWLQJ�VHUYLFHV�at a total price of �� per hour. Plan �GD\V�RI�SKRWRJUDSK\�at a total price of �� per day. Both costs shouldbe planned for cost element advance payments/deliveries ��. Createa subtotal (V category) for WRWDO�DGYDQFH�SD\PHQWV�GHOLYHULHV�Plan 5000�pieces�RI�SDFNDJLQJ�at a total price of � per piece. Thesecosts should be planned for cost element packaging material ��.Create a total (V category) for the XQLW�FRVWLQJ�SODQ� Save the order plan.

1-2-2 Call up the "Order: Actual/Plan/Variance report" for the Europeancontrolling area (1000) for periods 1 to 12 in the current fiscal year andplan version 0. Run the report for the marketing brochure order.

© SAP AG AC415 6-26

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• Budget an overhead cost order.

• Set up availability control.

• Post primary costs to your order and check the effects of availabilitycontrol.

You need to create a budget for your marketing brochure order to obtain acontrol amount for availability control. Since you have already closed theplanning process, you can copy the plan value to the budget value.

Most of the configuration for availability control was created using thebudget profile that is assigned to your order type. However, you need toclose the configuration before you can receive mails on budget variances.

Once you have finished configuration for availability control, check it bymaking a G/L account posting to exceed the tolerance limit.

2-1 Create a budget for your advertising brochure order for the current fiscal year.Copy 100% of the plan information (plan version �) to create the budget. Notedown the budget amount.

______________________________________________________________

To check the availability control more easily, change the copied planning dataand enter a budget of 10000 UNIs.

Save the budget.

2-2 In Customizing, check the availability control for the order type of yourmarketing order (0$##) and close the configuration.

2-2-1 Which budget profile is assigned to your order type?

_________________________________________________________

© SAP AG AC415 6-27

2-2-2 What tolerances are set for this budget profile in controlling area ��?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

2-2-3 Enter the EXGJHW�PDQDJHU�for your order type 0$## in controlling area��. Use your XVHU�,' to define your group as the budget managers.

2-3 Post the additional costs to your marketing order to check the availabilitycontrol.

2-3-1 Subtract the total debits that were already posted from the budgetamount to your order (exercise 2-1). Record them as amount A.Calculate 10&% of the budget amount and record this as amount B.

Call up the "Order: Actual/Plan/Variance report" for the Europeancontrolling area (��) for periods � to ��in the current fiscal year andplan version �, to see the total debit amount on your marketing order.

Amount A:___________________________________________

Amount B:___________________________________________

2-3-2 Create a G/L account posting for photograph costs on your marketingorder to exceed the 95% tolerance. Enter today’s date, company code�� and currency 81,� Make a debit posting of DPRXQW�$ to G/Laccount ��. Make a credit posting to G/L account ��. Enter anasterisk (*) for the credit posting to default the correct amount.

2-3-3 Create a G/L account posting for operating facility costs on yourmarketing order to exceed the 105% tolerance. Make a debit posting ofDPRXQW�% to G/L account ��. Make a credit posting to G/L account��. Enter an asterisk (*) for the credit posting to default thecorresponding amount.

2-3-4 Display your E-mail messages.

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• Make a planned settlement.

• Read the documentation on statistical planning key figures and plan-integrated orders.

Try to settle your orders (PC Repair/Maintenance and MarketingBrochure) to check the difference between plan-integrated and non-plan-integrated orders. To settle the PC Repair/Maintenance order, you need tocreate a planned settlement rule. This enables you to distribute the costs tothe cost centers Administration and Finance.

You should also be able to describe planning with statistical key figuresand the plan-integrated orders.

3-1 Make a planned settlement of the costs of your PC Repair/Maintenance andMarketing Brochure orders.

3-1-1 Enter a periodic rule for planned settlement for your PCRepair/Maintenance order. Settle �� to the finance and administrationcost center (��), ��to the personnel department (��), and ��to Purchasing (��). Save the changes made to your orders.

3-1-2 Make a planned settlement of your PC Repair/Maintenance order for thecurrent period and plan version �� Process the settlement as a WHVW�UXQ� Ifno errors occur, process the order as an update run.

3-1-3 Check the balance of your PC Repair/Maintenance order. Call up theOrder: Plan report for the European controlling area (��) for thecurrent period, fiscal year and plan version � for the marketing order.What is the plan balance (cost center over/underabsorption) on yourorder?

_________________________________________________________

© SAP AG AC415 6-29

3-1-4 Make a planned settlement of your marketing order for the currentperiod and plan version �� Process the settlement as a WHVW�UXQ� What isthe result and why?

_________________________________________________________

_________________________________________________________

_________________________________________________________

_________________________________________________________

3-2 Look at the documentation on Planning using the online help.

3-2-1 Read the documentation on statistical key figures.

3-2-2 Read the documentation on plan-integrated orders.

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n You can specify the structure of your analysis by defining a hierarchy. Each level of the hierarchy isrepresented by a characteristic. Note that the controlling area is always the first level of thehierarchy.

n You can summarize both costs (planned costs, actual costs, variances, results analysis data) andquantities (input and output quantities).

n The definition of a summarization hierarchy determines which fields are used in summarization andwhich objects are summarized.

n The levels of the summarization hierarchy are created by means of master data fields. The availablemaster data fields are predetermined.

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n The master data fields are distributed over nine predefined group boxes. You can display or hide thefields in the group boxes as previously and set them as ‚Required‘ or ‚Optional‘ entry fields.

n You can create your own fields in the master data. The R/3 System supports all field functions forthese user-defined fields, except list versions.

n These user-defined fields allow you as of Release 4.5 to run order summarization directly throughthe order master data without classifying the orders. SAP also provides a converter program, whichsupports a change from order classification with free characteristics to user-defined master datafields.

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n During the summarization run, the system selects the orders for each hierarchy level to correspondwith the special characteristics, and calculates a total for all orders under this level. The totals recordsare written to a summarization object for each hierarchy group.

n You can run the summarization in the background or in parallel processing for many of the orders inyour hierarchy.

n The information system includes special reports for summarization objects from internal orders.

n In the summarization report, you can navigate between all orders of all types, and company codes ina certain controlling area. On a selected level, you can also display the data from this level in adifferent way by using another report.Note that orders that were created and posted after the summarization run do not appear in thehierarchy. In that case, you need to run the summarization again.

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At the conclusion of this exercise, you will be able to:

Configure an order summarization

Run a summarization

Navigate in a summarization report

Since the IDES concern is expecting a large amount of overhead costorders in the future, you need to simplify and speed up report processing.Therefore, you need to understand the classification and summarizationfunction to be able to decide when to use it. You also need to understandit to be able to configure the system so that it supports this function.

1-1 We want to install summarization that provides a report on the controlling area,company code and order type.

1-1-1 'HILQH�D�KLHUDUFK\�+LHU�� Give it the following description:"+LHUDUFK\��IRU�LQWHUQDO�RUGHUV�RQO\". Specify that internal orders are tobe summarized.

1-1-2 Specify that structure plans and budgets are to be summarized by annual andoverall values, variances/accruals, primary and secondary costs. Save yourentries.

1-1-3 Now define the hierarchy steps. Set up three report steps: The first is thecontrolling area, the second is the FRPSDQ\�FRGH, the third is the RUGHUW\SH in the summarization report.

1-1-4 Define the exception rule (�� and use the cost variance or plan in percentrule. Choose �� for the UHG�threshold value, and �� for the \HOORZthreshold value. Save your entries.

1-2 Run the summarization for the current fiscal year from January to the currentmonth. Activate the defined exception (��for this. Run the summarization in theforeground.

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1-3 In the summarization report, go to order type MA##. Find information on theplanned and actual costs, and on the plan and actual values.

1-4 Go to the Summarization Object: Actual/Plan/Variance report. Create a report onthe +LHU�� hierarchy, for the current fiscal year from January until the currentmonth, then drilldown in the report. In the summarization, choose the FXUUHQWPRQWK�and add the 3ODQ�DFWXDO�FRVWV�node. Find one of your orders and go to theindividual objects. Select and run one of the reports. Create this report for thecurrent month.

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n If you do not use the 6DOHV�DQG�'LVWULEXWLRQ (SD) application, you can use internal orders withrevenues to display the cost controlling parts of SD customer orders. You can also use orders withrevenues to monitor the costs and revenues of activities that do not affect the core business of thecompany. In that case, you cannot bill revenues to the order automatically.

n You use the indicator "Revenue postings allowed“ in the order type to control whether revenues canbe posted to an order.

n At period-end, you can settle orders with revenues in the following way:

• You can settle costs to any receiver.

• You can only settle revenues to the following objects:

• G/L accounts

• Profitability segments

• Sales orders

• Billing elements

• Other orders with revenues

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n Service industry businesses use internal orders with revenues often, because they are a very flexibletool for controlling results.

n In the example, an internal order with revenues is used to control the costs and revenues of atemporary measure, the weekly broadcast of a sports event. As shown above, this measure causescosts and revenues.

n From a technical point of view, the procedure is the same for posting and for settlement inproduction companies and service industries. Normally you settle directly to CO-PA.

n If you want to settle to a cost center, note that you can only settle revenues to cost centers asstatistical postings.

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