AC350 - System Configuration for Investment Management

AC350 System Configuration for Investment Management AC350

R/3 System Release 46C 04/04/2001

0

AC350 System Configuration for Investment Management .........................................................................................0-1

Copyright ..................................................................................................................................................................0-2

Investment Management .......................................................................................................................................0-4

Course Prerequisites..............................................................................................................................................0-5

Target Group.........................................................................................................................................................0-6

Course Goals .........................................................................................................................................................0-7

Course Objectives .................................................................................................................................................0-8

Business Process (1)..............................................................................................................................................0-9

Business Process (2)............................................................................................................................................0-10



Course Overview.......................................................................................................................................................1-1

Course Goal ..........................................................................................................................................................1-2

Course Objectives .................................................................................................................................................1-3

Course Content......................................................................................................................................................1-4

Course Overview Diagram....................................................................................................................................1-5

Investment Programs.................................................................................................................................................2-1

Investment Programs: Unit Objectives .................................................................................................................2-2


Structure of the Investment Program ....................................................................................................................2-4

Structure and Master Data Maintenance ...............................................................................................................2-5

Program Type........................................................................................................................................................2-6

Master Data Fields and User Fields ......................................................................................................................2-7

Generating an Investment Program from Cost Center Hierarchy or Profit Center Hierarchy...............................2-8

Upload/Download of Investment Programs ..........................................................................................................2-9

Automatic Assignment of Maintenance Orders ..................................................................................................2-10

Planning and Budgeting ......................................................................................................................................2-11

Plan Profile and Budget Profile...........................................................................................................................2-12

Versions for Planning..........................................................................................................................................2-13

Authorization Levels for Plan Versions .............................................................................................................2-14

Budget Distribution to Measures.........................................................................................................................2-15

Authorization Objects .........................................................................................................................................2-16

The Authorization Concept .................................................................................................................................2-17

Investment Programs: Unit Summary .................................................................................................................2-18

Investment Program Exercises ............................................................................................................................2-19

Investment Program Solutions ............................................................................................................................2-23

Appendix: Investment Program ..........................................................................................................................2-27

Appropriation Requests.............................................................................................................................................3-1

Appropriation Requests: Unit Objectives..............................................................................................................3-2


Appropriation Request Process .............................................................................................................................3-4

Functions of the Appropriation Request ...............................................................................................................3-5

Appropriation Request Variants............................................................................................................................3-6

Appropriation Request Types ...............................................................................................................................3-7

Screen Layout for Appropriation Requests ...........................................................................................................3-8

Tab Layout for Appropriation Requests................................................................................................................3-9

Partner Management ...........................................................................................................................................3-10

Status Management for Appropriation Requests.................................................................................................3-11

Number Assignment for Appropriation Requests ...............................................................................................3-12

Coding Mask of the App. Request Number ........................................................................................................3-13

Master Data Fields and User Fields ....................................................................................................................3-14

Planning Appropriation Requests........................................................................................................................3-15

Preinvestment Analysis.......................................................................................................................................3-16

Approval of Appropriation Requests ..................................................................................................................3-17

Authorization Objects for Approp. Requests ......................................................................................................3-18

Appropriation Requests: Unit Summary .............................................................................................................3-19

Appropriation Requests Exercises ......................................................................................................................3-20

Appropriation Requests Solutions.......................................................................................................................3-27

Appendix: Appropriation Requests .....................................................................................................................3-34

Projects as Investment Measures...............................................................................................................................4-1

Projects as Investment Measures: Unit Objectives ...............................................................................................4-2


Structure of Investment Measures.........................................................................................................................4-4

Debits on Investment Measures ............................................................................................................................4-5

Settlement of Investment Measures ......................................................................................................................4-6

Functions of the Investment Profile ......................................................................................................................4-7

Workflow for Incomplete Assets ..........................................................................................................................4-8

Define Tolerance Limits for Availability Control.................................................................................................4-9

Statistical Budget Monitoring .............................................................................................................................4-10

Line Item Settlement ...........................................................................................................................................4-11

Settlement Structure ............................................................................................................................................4-12

Settlement using Source Structure ......................................................................................................................4-13

Settlement with Capitalization Key.....................................................................................................................4-14

Parameters for Settlement ...................................................................................................................................4-15

Calculation of Interest .........................................................................................................................................4-16

Selection Variants for Settlement........................................................................................................................4-17

Differences between Orders and Projects ...........................................................................................................4-18

Projects as Investment Measures: Unit Summary ...............................................................................................4-19

Projects as Investment Measures Exercises ........................................................................................................4-20

Projects as Investment Measures Solutions.........................................................................................................4-26

Appendix: Investment Projects ...........................................................................................................................4-31

Information System...................................................................................................................................................5-1

Information System: Unit Objectives....................................................................................................................5-2


Area Menus...........................................................................................................................................................5-4

Architecture of Drilldown .....................................................................................................................................5-5

Functions in Drilldown Reports ............................................................................................................................5-6

Definition of a Form .............................................................................................................................................5-7

Output of Drilldown (Drilldown and Detail List) .................................................................................................5-8

Drilldown Characteristics......................................................................................................................................5-9

Forms in the Drilldown Definition......................................................................................................................5-10

Status Selection Profile .......................................................................................................................................5-11

Information System with Summarization............................................................................................................5-12

Summarization within a Client............................................................................................................................5-13

Summarization from Local Systems ...................................................................................................................5-14

Summarization Versions and Characteristics.....................................................................................................5-15

Information System: Unit Summary ...................................................................................................................5-16

Information System Exercises.............................................................................................................................5-17

Information System Solutions.............................................................................................................................5-20

Appendix: Drilldowns.........................................................................................................................................5-23

Conclusion ................................................................................................................................................................6-1

Recommended Follow-up Activities.....................................................................................................................6-2

© SAP AG 1999

AC350 System Configuration for Investment Management

© SAP AG

AC350AC350System Configuration forInvestment Management

System Configuration forInvestment Management

R/3 System Release 4.6B March 2000 Material number: 5003 6771

© SAP AG 1999

Copyright 2000 SAP AG. All rights reserved.

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© SAP AG 1999

Investment Management

Real Estate Management

AC290 5 days

Internal Orders

AC415 2 days

Level 3Level 2

Financial Accounting and Reporting

AC010 5 days

Cost and Profitability Management

AC040 5 days

InvestmentManagement

AC020 2 days

@ACxxxxe-learning @@

System Configuration forInvestment Management

AC350 2 days

Asset Accounting

AC305 4 days

© SAP AG 1999

AC020 - Investment Management

Basic knowledge of SAP Project System, as well as basic knowledge of SAP Internal Orders and SAP PlantMaintenance are an advantage

Course Prerequisites

© SAP AG 1999

Target Group

Audience:Members of the project team, who are responsible for implementing the Investment Management (IM) component

Duration: 2 days

Notes to the user

The training materials are not teach-yourself programs. They complement the course instructor's explanations. On the sheets, there is space for you to write down additional information.

It is possible that there might not be enough time during the course to do all of the exercises. The exercises serve as additional examples that are discussed during the course. However, participants can also use these examples to reinforce their knowledge after completing this course.

© SAP AG 1999

This courseProvides a brief overview of the business processes of Investment ManagementShows you the Customizing steps necessary for representing these business processes in the system

At the end of the course, you should be able to set up the following components of IM:

Investment ProgramAppropriation RequestInvestment Projects as Investment MeasuresInformation System

Course Goals

© SAP AG 1999

At the conclusion of this course, you will be able to

Configure investment programs in Customizing

Configure appropriation requests in Customizing

Configure investment projects as investment measures in Customizing

Modify existing drilldowns and make Customizingconfigurations for summarization

Course Objectives

© SAP AG 1999

Business Process (1)

Internal orderProduction line B3

Internal orderVentilation system

Pos 12:Investments Production

WBS el. 2000-1Foundation

WBS el. 2000-2Bldg. shell

WBS el. 2000-3Heating

Asset:New Admin. building

WBS el. 2000-41Windows

WBS el. 2000-42Doors

WBS el. 2000-4Interior

Inv. Project 2000:New Admin. building

Pos 111:Buildings

Asset:PC Pentium 100

Assets:Printer HPLJ 400

Budget orderComputer hardware

Pos 112:Fixtures & Fittings

Pos 11:Investments Administration

Pos 13:Investmts Sales & Marketing

Pos 1:Investments DE

Pos 2:Investments GB

Investment ProgramIDES

Appropriation Request


Our case company, IDES, is an international enterprise that uses SAP R/3 Investment Management (IM) for careful planning of capital-intensive investments.

During the investment planning and decision-making phase, the company uses appropriation requests. They represent investment wishes, ideas for further development, or other planned activities in the SAP system before they are actually implemented. Plan values are entered for appropriation requests, their profitability is analyzed, and they are subject to an approval process. Within the investment planning framework, appropriation requests enable our case company to include planned investments in their cyclical (annual) planning early on, in the form of an investment program.

In this investment program, the investment plan and investment budget are created and monitored at a level encompassing all planned investment measures. The highest level of the investment program is a node representing the controlling area. At the next lower level, this node is split into the investments for the two subsidiaries that belong to this controlling area. The IDES case company has a German and a British subsidiary. We will focus on the German subsidiary. (The British subsidiary maintains its own values.) To reflect the organizational units in the German subsidiary, the investment program has nodes for the three departments: production, sales and marketing, and administration. In the administration area, investments are planned for both a new administration building and for technical equipment. Therefore, this program position is further divided into nodes for these two investments.

© SAP AG 1999













Pos 111:Buildings












Once the decision has been made to approve the appropriation request, the appropriation request is replaced by a measure (project or order). Projects are suited for extensive, long-running, planned investments, whereas orders are a better choice for smaller, more easily managed tasks. In keeping with this line of thought, the construction of the new administration building is represented as a project, with numerous sub-nodes. For the expansion of production line B3 and the installation of a new ventilation system, on the other hand, orders offer sufficient functions. In addition, another order is created on which the procurement of new computer hardware for the administration area is planned, budgeted and managed. You see the structure of investment planning of the case company IDES in the graphic (color key: green: investment program positions, violet: appropriation requests, gray: investment project, yellow: investment orders, light blue: fixed assets).

IDES plans its costs bottom-up. To this end, the appropriation requests and investment measures are assigned directly to the end nodes of the investment program (that is, to the lowest level of the hierarchy structure). Plan values are entered on the appropriation requests or measures, and are rolled up automatically in the investment program.

IDES handles the approval of planned investments during the budgeting process. The approved funds are distributed to certain areas of responsibility during this process, and are distributed from there to concrete investment measures. An active availability control is applied at the level of the investment measures.

© SAP AG 1999













Pos 111:Buildings












In order to carry out its investments, our case company needs goods, services and fixed assets from external sources, but also internal activity from its own cost centers. Most of the assigned funds will be posted to the measures. At the same time, small investments that are placed into service immediately (see computer hardware) are posted as direct capitalizations to fixed assets. They are updated statistically to measures for the purpose of budget monitoring.

In our case company, a balance sheet is created monthly, and management accounting closing is also on a monthly basis. Costs that were collected on the measures, but which do not require capitalization, are settled to cost centers based on the allocation-by-cause principle. The amounts that were collected on measures and do require capitalization, have to be settled to fixed assets to the balance sheet item for 'assets under construction.' If the measures are already partially completed, the final assets have to be specified, and the correct amounts transferred from the balance sheet item for 'assets under construction' to 'fixed assets.'

© SAP AG 1999













Pos 111:Buildings












When the fixed assets begin their useful life, they are depreciated on the basis of the legal requirements in the given country. For this purpose, country-specific charts of depreciation are set up. Each chart of depreciation contains the necessary valuation and depreciation methods required in that country for meeting the demands of book depreciation, tax depreciation, net worth tax valuation, management accounting depreciation, corporate group financial statements, and so on. In addition, our case company creates an equipment master record for each fixed asset. The equipment record is used to collect all maintenance costs for the fixed asset. These maintenance costs are normally settled to the cost center to which the asset is assigned. In some cases, the maintenance costs are settled to the fixed asset, thereby increasing its acquisition value.

All of the values of the investment program, the appropriation requests, investment measures, and fixed assets are monitored and analyzed using reports in the IM Information System.

(C) SAP AG AC350 1-1

© SAP AG 1999

Course Goal

Course Objectives

Course Content

Course Overview Diagram

Contents:

Course Overview


© SAP AG 1999

This course will prepare you to:

make all Customizing settings required for using the Investment Management (IM) component

Course Goal


© SAP AG 1999

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

make the required Customizing settings for using investment programs, appropriation requests, investment measures (orders and projects) andthe Information System.

Course Objectives


© SAP AG 1999

Unit 4 Projects as Investment Measures

Unit 5 Information System

Unit 6 Conclusion

Unit 1 Course Overview

Unit 2 Investment Programs

Unit 3 Appropriation Requests

Preface

Course Content


© SAP AG 1999

Course Overview Diagram

Investment ManagementInvestment Management

Investment Measure

WBS elem./Order

Asset u.Const.

C

Stmt.

Plan CostsBudgetActual APC

IM

AAAAPSPM

CO

Cost center

PurchasingPurchasingGoods RecptGoods Recpt// WhseWhse

ProductionProduction

Inv. Program

Asset

Equipment

IM Information System

AA

IM

PlanPlan Budget . . .

Settlement

Program/ Measures/App.RequestsPlan Costs

Plan Costs

• Plan Values• Budget Values• Actual Values

SettlementAppropApprop. . RequestRequest

IM

IM

MM PP

PM

CO

Acquisitions

Budget

Plan CostsActual

• Availability• Program Structure• Deprec. Forecast

APC

Actual


© SAP AG 1999

In this unit, the system settings needed for using investment programs are explained.

Contents:

Investment Programs


© SAP AG 1999

Define program types

Maintain allowed values for various fields

Generate investment programs from other organizational hierarchies

Upload and download investment programs

Define plan profiles and budget profiles

Specify budget distribution to measures

Ensure the automatic assignment of maintenance orders

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

Investment Programs: Unit Objectives


© SAP AG 1999

Investment ManagementInvestment Management

Investment Measure

WBS elem./Order

Asset u.Const.

C

Stmt.


IM

AAAAPSPM

CO

Cost center



Inv. Program

Asset

Equipment


AA

IM


Settlement


Plan Costs



IM

IM

MM PP

PM

CO

Acquisitions

Budget

Plan CostsActual


APC

Actual


© SAP AG 1999

Structure of the Investment Program












Pos 111:Buildings









Investment Program10000

The investment program provides a complete overview of the planned investments in your enterprise. You can set up a hierarchy that suits your purposes and assign the orders or projects - your measures - to the desired hierarchy nodes.

You can define the hierarchical structure in any form you wish. It is does not have to be based on organizational units in the R/3 System (such as business areas, plants, and so on). Some possibilities include structuring the hierarchy according to your organizational plan, or based on the scale of the assigned measures.

Allowed measures are internal orders, maintenance orders and top WBS elements of projects (as of 4.5A other WBS elements are also allowed).

You have to enter a given fiscal year as the approval year for an investment program. "Approval year" means that the program contains values that were approved in this fiscal year (but not necessarily for this year only).


© SAP AG 1999

Invest

- 1

- 1.11.1.1

1.1.3.1

1.1.2

1.1.3.2

1.1.3

1.1.3.3

-

---

1.2

1.2.11.2.21.2.3

Program Structure

Program DefinitionProgram typeKeyDescriptionApproval year. . .

Program PositionOrganiz. assignments:Person responsibleReason for investmentPriorityDepreciation simulation data

Investment Program

Structure and Master Data Maintenance

Status managementAssigned measures...

The master data of an investment program consists of the program definition, the program structure and the program positions.

The program definition contains general information about the whole investment program (program type, key, approval year, description, person responsible, and so forth).

The system represents the program structure in the form of a horizontal hierarchy structure in the master data maintenance transaction. You have a large degree of freedom in defining the levels of the hierarchy (with a maximum of 99 hierarchy levels).

You can enter the following master data for each investment program position: Organizational assignments (for example, company code, business area, and so on) Specification of allowed measures Specific master data (person responsible, priority or reason for investment) Long texts Depreciation simulation data The system manages a system status for each program position. Along with the system status, you can also manage a user status.


© SAP AG 1999

Program Type

ProgramProgram TypeType

Settings for planning and budgeting

Budget distribution

User status profile

Object class

Display format

Currency translation forsummarization

Assignable measures (orders/WBS elements/appropriation requests)

Create ProgramDefinition

Prog. name

Appr. year

Program type

Plan version

Plan profile

Budget profile

When you create the program definition, you have to enter a program type. You can define any number of program types in Customizing.

The program type classifies the investment program. Along with various control features for planning and budgeting the investment program, it also contains the CO object class (for example, capital investment, overhead costs, production, and so on). This method makes it possible to manage different investment programs for different CO object classes in parallel.

Using the display format, you can determine how investment program positions are displayed in the maintenance transaction for the hierarchy (you choose either display of the ID or text for program positions and measures).

For the currency translation that is part of summarization reporting, you can enter an exchange rate type. The system uses this exchange rate type when the values in your local system, which you want to summarize, are in a different currency than the currency of the investment program in the central system.

If you have only one investment program, you need only one program type. SAP supplies program type 0001 in the standard system.


© SAP AG 1999

Master Data Fields and User Fields

- 1

- 1.11.1.1

1.1.3.1

1.1.2

1.1.3.2

1.1.3

1.1.3.3

-

---

1.2

1.2.11.2.21.2.3

Program StructureProgram Position

Fields you defineyourself in Customizing:• Person responsible• Reason for investment• Priority• Scale• 2 User fields

10 additional user fields(not definable)

Organizational assignmentsand other master data

CustomizingAllowed entries

Short description

You can define allowed values for a large number of the master data fields of the program position in Customizing.

Along with these fields, there are also twelve user fields that you can specify for your own neeeds. You can specify short descriptions and key words for these user fields in Customizing. The system then outputs these short descriptions and key words in the reports and screens in which these user fields appear.

For user fields 3 and 4, you can also define allowed entries in Customizing. User fields 11 and 12 can only be used as indicators.


© SAP AG 1999

Generating an Investment Program from CostCenter Hierarchy or Profit Center Hierarchy

USA Germany UK

Marketing Administration Production

Copy structure

Investment Program

USA Germany UK

Marketing

Cost Center Hierarchy

Administration Production

Starting in Release 4.6, it possible to generate an investment program from other organizational structures (for example, from the cost center hierarchy). However, changes made subsequently to the organizational structure do not influence the investment program.

Starting in Release 4.6C, it is possible to generate an investment program directly from the enterprise organization hierarchy.


© SAP AG 1999

Upload/Download of Investment Programs

Investment program

Non-R/3 System

SequentialFile

Investment program

R/3 System X R/3 System Y

UploadDownload

UploadInvestment

program

Upload and download functions offer the following advantages: You can create your investment program in a non-SAP application (for example, Excel) and store it as a sequential file. Using the upload function, you can then create an investment program from it in the SAP R/3 System (corresonds to a legacy data transfer).

You can convert an investment program that already exists in R/3 System X, download it to a sequential file, and upload it to R/3 System Y (corresponds to a transport between two R/3 Systems or between different clients).

Be aware that the upload/download functions can be used only for the structure of an investment program and its master data. Plan and budget values cannot be manipulated using upload/download.

Starting in Release 4.6, you can assign the uploaded investment program to any node of an existing investment program.

(C) SAP AG AC350 2-10

© SAP AG 1999

Investment Program 2000Plan

Production SalesAdministration

Order typeAutomatic assignment toinvestment program

Comp. codeBus. area CO area...

X

OrganizationalUnits

100000011000

automatic

Budget Distrib.

Automatic Assignment of Maintenance Orders

Organiz. assignments:

Company codeBusiness areaCO area...

Maintenance Order

Equipment/Functional location

100000011000

Assignment Key

XXX Company code

Business areaCO area...

You can assign maintenance orders to an investment program, in the same way that you assign investment measures (WBS elements or internal orders) to it. This means that you can plan and budget maintenance activities using the investment program.

Since maintenance orders are usually created much more frequently than investment measures, the system provides functions for automatically assigning maintenance orders to investment program positions. These functions augment the normal manual assignment functions.

You specify this automatic assignment to an investment program in the order type. Then you assign an assignment key to this order type.

In the assignment key, you specify the organizational units that are used for determining the investment program position for the assignment.

You have to manually assign internal orders, WBS elements and appropriation requests. You make this assignment either from the investment program position or from the measure or appropriation request itself. Since Release 4.5A or 4.6A, you can define the investment program field as a required field in the master data of internal orders, WBS elements (as of 4.6A) and appropriation requests (as of 4.5A).

(C) SAP AG AC350 2-11

© SAP AG 1999

Overall InvestmentsPlan Budget Distrib.1500 1200 1000

500 300Bus. area 1

400 300Bus. area 3

600 400Bus. area 2

350

200 100Meas. 10001-1 mio.

90 200 150Meas. > 1 mio.

200 100Meas. 1 - 10000

Plan Budget Distrib.Internal order

20Plan Budget Distrib.

Project 1

40 40Plan Budget Distrib.Maintenance order 1

30

Project 1.120

Project 1.220

80 80 40

Program

Measures . . .

PlanBudget Budget

Planning and Budgeting

Similar to the WBS elements in a work breakdown structure, you can plan the investment program positions from the bottom up and budget them from the top down.

Budget values differ from plan values in regard to how binding they are. During the planning phase, you try to estimate costs for an investment program position from the bottom up as exactly as possible, whereas during the approval phase you assign funds in the form of a budget from the top down.

Plan values, which you have collected on measures or appropriation requests, can be rolled up automatically on the investment program.

You can distribute budgets from investment program end-node positions to the measures that belong to them.

During the fiscal year change for the investment program, you can carry forward measures, which are released but not yet completed, along with their plan and budget values, to the next approval year. This means that you do not have to use up the budget for approved measures in their approval year. You can apply the funds also in following years.

(C) SAP AG AC350 2-12

© SAP AG 1999

Plan/Budget Profile

Time horizonPastStartFuture

Overall/annual valuesDisplay in maint.transactions

Process Budget

2000200120022003

Overall

Program Type

Plan Profile and Budget Profile

For managing planning and budgeting of an investment program, you can define plan profiles and budgt profiles. These profiles control Whether you can plan and budget overall values and/or annual values The allowed time horizon for planning or budgeting annual values in an investment program The representation of plan values and budget values in the planning or budgeting transaction

You can assign a plan profile and a budget profile to each program type. As a result, you can have planning and budgeting exactly suited to a given program type.

(C) SAP AG AC350 2-13

© SAP AG 1999

Investment ProgramFY 2000, Plan version 1Overall 19,000

AdministrationPlan version 1Overall 7,000

ProductionPlan version 1Overall 12,000

Versions for Planning

Investment ProgramFY 2000, Plan version 0Overall 25,000

AdministrationPlan version 0Overall 10,000

ProductionPlan version 0Overall 15,000

Customizing Activities:

Define versionsVersion Version text Plan Act.

0 Plan/Actual version1 Plan version change 1

Assign version to an approvalyear/or program type

Program Type: 1000

FY PType Version2000 1000 02000 1000 1

Investment planning for an approval year often takes place in not just one step, but in a series of versions. These versions thereby represent different stages in the certainty of the planning, for example, or various possible scenarios for approval.

For each investment program position, you can plan different, alternate values on each plan version. You define versions in Customizing. The versions used here in Investment Management (IM) are the general CO plan versions. In order to be able to use a plan version, you have to assign it an approval year and a program type.

You can also use versions when you roll up the plan values from measures and appropriation requests assigned to the investment program. You carry out this rollup for a given version. However, when you use this type of rollup, the plan values of the versions at the measure level are not dependent on the approval year of the investment program. This means that you have to update the plan values of the versions at measure level for each approval year.

You can also plan appropriation requests in relation to versions. You can create any number of appropriation request variants for a given appropriation request. Each appropriation request variant can manage its own plan values, and you can assign each variant to a plan version.

In Customizing, you can assign authorization levels to the plan versions of the investment program.

(C) SAP AG AC350 2-14

© SAP AG 1999

Capital Investment Administration

. . .

CustomizingVersion

Authorizations:

000000010002

User: T. Eckert

Auth.level: 1Resp: EckertActivity: Planning

Authorizations:User: S. Noack

Auth.level: 1 + 2Resp:Activity:

Resp: Noack

Investment Program 2000Plan Budget Distrib.

NoackPlanning

A.level Lock ind.321

X

Hardware FixturesResp: Eckert

Authorization Levels for Plan Versions

You normally subject the plan values of a version to an approval process before adopting them in a binding budget. This approval process is often run in parallel for several versions on various levels of the investment program.

To this end, you can assign an approval level to each plan version in Customizing. Then only users with authorization for this authorization level can process the plan values of the given version.

You can increase the authorization level of a plan version incrementally. The graphic shows an investment program that was planned using three versions. Version 0 is already locked. Version 1 can be processed solely by the user Noack, since only she has authorization for authorization level 2. User Eckert does not have authorization for this level. Therefore, he can only process version 2 (the most current version).

(C) SAP AG AC350 2-15

© SAP AG 1999

Budget Distribution to Measures

Position 1

Project 1

Measures . . .

Project profile 0000001

Budget profile 0003

Program type 0001

Plan Budget Distrib.

Investment Program

Budget profile

. . .Position 3

. . .

. . .

Customizing(Ensure assignment to inv.program)

Budget dist:Ovl. Ann.

Position 2Budget dist:

Project profile 00000010003

Program type 0001

X X

Program type 0001

X

When you set the Budget distribution indicator in the master data of an investment program position, the measures assigned to this position can only receive their budget directly from this position during budget distribution from the program position to the measures. After this point, separate budgeting of the measures is no longer possible. As of Release 4.6, you can specify that the assignment to an investment program is a required entry field in orders and WBS elements.

When you set the Budget distribution indicator, you ensure that the total of the measure budgets cannot exceed the overall budget of the program position.

You can also set the Budget distribution indicator at the level of the program type. If you do so, the system sets the Budget distribution indicator as a default in all program positions that have this program type. However, you can still change the indicator setting at the level of the program position.

There is another indicator in the program type. You can use this indicator to specify whether the budget distribution from the investment program affects not only overall values, but also the annual values of the investment measures.

By entering a program type in the budget profile of the measures, you ensure that these measures can only be assigned to an investment program of this program type.

(C) SAP AG AC350 2-16

© SAP AG 1999

Authorization Objects

Processing of investment programs of a IMTP_ARTgiven program type

Processing investment program positions in aCompany code A_IMPR_BUKBusiness area A_IMPR_GSBControlling area A_IMPR_KOKProfit center A_IMPR_PRC

Processing prog. positions of a responsible person A_IMPR_VER

Approval level of a version A_IMPR_APS(program planning)

System activities for investment programs A_IMTP_SYSof a given program type

In order to limit the processing of and reporting on investment programs, you can use authorizations for authorization objects/activities.

For authorization objects, for example, you can limit the following activities: Create/Display/Change Lock/Unlock Delete Process plan values Process budget values

For a more detailed description of the authorization objects and the activities that can be limited, refer to the R/3 long text documentation of the objects.

SAP supplies standard profiles for processing investment programs.

(C) SAP AG AC350 2-17

© SAP AG 1999

The Authorization Concept

AuthorizationAuthorization totocreate appropriation requestscreate appropriation requests

usingusing transactiontransaction IMA1NIMA1N

Authorization UserActivity Group

SAP_IM_APP_REQ

SAP_MM_BUYER

SAP_CONTROLLER

...

BobBobCarsten Carsten MarioMarioFrancesca Francesca NingNingLutzLutzPatrickPatrickShavonShavonIffatIffat......

...

Authorizations are grouped together, users are assigned

...

AuthorizationAuthorization to changeto changeappropriationappropriation requestsrequests usingusing

transactiontransaction IMA2N IMA2N

The SAP authorization concept recognizes a large number of different authorizations. Authorizations are maintained in the master data of each user.

Authorizations are not assigned to users directly. Instead they are stored in profiles in workplace descriptions.

You can generate these profiles with the help of the profile generator. Profiles are managed in the form of activity groups.

A user can belong to one or more activity groups, providing him or her with all authorizations in the system related to those activity groups.

In Release 4.6, SAP supplies a large number of already configured activity groups. You can either use them as they are, or modify them to meet your specific needs.

For more information, refer to Notes 171786 and 156196.

(C) SAP AG AC350 2-18

© SAP AG 1999

Define program types

Maintain allowed values for various fields

Generate investment programs from other organizational hierarchies

Upload and download investment programs

Define plan profiles and budget profiles

Specify budget distribution to measures

Ensure the automatic assignment of maintenance orders

You are now able to:

Investment Programs: Unit Summary

(C) SAP AG AC350 2-19

Investment Program Exercises

Unit: Investment Program Topic: Define your own investment program and carry out the necessary Customizing steps

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

• Define your own program type and enter your own plan profile and budget profile in it

• Create your own investment program using your program type

You are confronted with the task of representing investment planning for the case company using an investment program. The investments of this company are divided into three areas – one for production, one for administration and one for sales and marketing. The administration department receives a budget for planned construction, and a blanket budget for fixtures and fittings. To reflect this, the administration area is further sub-divided into two areas.

First make the required Customizing settings, and then enter your investment program in the system.

The data used in the exercises is either already in the training system or you enter it.

1-1 The following Customizing settings are required in order to use investment programs:

1-1-1 Define a program type, using standard program type 0001 as a reference. Activate budget distribution for both overall values and annual values.

Choose Define Program Types. Select SAP standard program type 0001. Copy it to the name T0XX.

• Temporarily adopt the budget profile and the plan profile, as well as object class INVST.

• For the form of representation, choose 2 (Text Cap.inv.prog.position / Text Measure)

• Then set the indicators for Budget distribution of overall values and for Budget distribution of annual values.

Choose Enter. In the dialog box that appears, choose Copy all.

1-1-2 Check to see if your program type allows the assignment of orders, WBS elements and appropriation requests.

1-1-3 Enter yourself as person responsible.

Choose New entries. Enter the following data:

(C) SAP AG AC350 2-20

Respons. Person respons. Office user

10XX Your name AC350-XX

Choose Back and save.

1-1-4 Now enter plan profile T000XX for your investment program type. It should allow for planning three years into the future. Use profile 000001 as a reference. Then assign your plan profile to your program type.

Select SAP standard profile 000001. Copy it and enter the new name T000XX. You can keep the copy almost completely as it is. The only field you have to change is the Future field, to 3 years. Choose Enter. Save. Now you have to assign the plan profile to the program type. Save.

1-1-5 Now repeat the same procedure for the budget profile. Enter budget profile T000XX for your investment program type. It should allow for budgeting three years into the future. Use profile 000001 as a reference. Then assign your budget profile to your program type.

Select SAP standard profile 000001. Copy it and enter the new name T000XX. You can keep the copy almost completely as it is. The only field you have to change is the Future field, to 3 years. Choose Enter. Save. Assign your budget profile to your program type and save.

1-2 In this exercise your create an investment program. Creating your investment program takes place in two steps (defining the program and entering the program structure):

1-2-1 From the SAP Easy Access menu for investment programs, create the following investment program definition:

Field Name Input Data

Investment program T-IDESXX

Approval year Current year

Program type T0XX

Choose Enter. Enter the following data in the program definition:


Investment program description Group XX investment program

Budget distribution annual active (should be proposed as a default value from your program type)

Fiscal year variant K4

Currency Uni

Save.

1-2-2 Now create the structure of your investment program:

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In the transaction for changing the program structure, enter the following data (if it does not already appear), and choose Enter:




Choose your program definition (highlighted in green) and choose Create.


Position ID 10XX

Description Group XX, overall investments

Controlling area 1000

(C) SAP AG AC350 2-22

Choose Enter. Click on the node you just created and create two subordinate nodes:

Position ID Description Respons.

10XX-1 Investments DE 10XX

10XX-2 Investments GB XX

Choose Copy. Below position 10XX-1, create the following additional nodes:

Position ID Description

10XX-1-1 Production

10XX-2-1 Administration

10XX-3-1 Sales and Marketing

Choose Copy again. The program position for Administration has to be split up further:

Position ID

Description Budg.dist. ovl.

10XX-1-2-1 Buildings active

10XX-1-2-2 Fixtures & Fittings inactive

Choose Copy. Save.

(C) SAP AG AC350 2-23

Investment Program Solutions

Unit: Investment Program Topic: Define your own investment program and carry out the necessary Customizing steps

1-1 The following Customizing settings are required in order to use investment programs:

1-1-1 Define a program type, using standard program type 0001 as a reference. Activate budget distribution for both overall values and annual values. Go to Customizing for master data of investment programs:

Menu path (in Customizing):

Investment Management → Investment Programs → Master Data

Choose Define Program Types. Select SAP standard program type 0001. Copy (Edit → Copy as... ) to the name T0XX.

• Temporarily adopt the budget profile and the plan profile, as well as object class INVST.

• For the form of representation, choose 2 (Text Cap.inv.prog.position / Text Measure)

• Then set the indicators for Budget distribution of overall values and Budget distribution of annual values.

Choose Enter. In the dialog box that appears, choose Copy all.

1-1-2 Check to see if your program type allows the assignment of orders, WBS elements and appropriation requests: Select your program type and double click on Assignable operative objects. Check to make sure that appropriation requests can also be assigned. Save your program type and leave the transaction.

1-1-3 Enter yourself as person responsible:

Menu path:

Investment Management → Investment Programs → Master Data → Allowed Values for Certain Master Data Fields

Choose Define Person Responsible. Choose New entries. Enter the following data:

Respons. Person respons. Office user

10XX Your name AC350-XX

Choose Back and save.

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1-1-4 Now enter plan profile T000XX for your investment program type. It should allow for planning three years into the future. Use profile 000001 as a reference. Then assign your plan profile to your program type.

Menu path:

Investment Management → Investment Programs → Planning in Programs → Cost Planning → Maintain Planning Profiles

Select SAP standard profile 000001. Copy it and enter the new name T000XX. You can keep the copy almost completely as it is. The only field you have to change is the Future field, to 3 years. Choose Enter. Save. Now you have to assign the plan profile to the program type:

Menu path:

Investment Management → Investment Programs → Planning in Programs → Cost Planning → Assign Program Type to Planning Profile

Enter your program type as profile T000XX. Save.

1-1-5 Now repeat the same procedure for the budget profile. Enter budget profile T000XX for your investment program type. It should allow for budgeting three years into the future. Use profile 000001 as a reference. Then assign your budget profile to your program type.

Menu path:

Investment Management → Investment Programs → Budgeting in Program → Define Budget Profiles for Investment Programs

Select SAP standard profile 000001. Copy it and enter the new name T000XX. You can keep the copy almost completely as it is. The only field you have to change is the Future field, to 3 years. Choose Enter. Save. Then assign your budget profile to your program type.

Menu path:

Investment Management → Investment Programs → Budgeting in Program → Assign Budget Profile to Program Type

Enter your program type as profile T000XX. Save.

1-2 In this exercise your create an investment program. Creating your investment program takes place in two steps (defining the program and entering the program structure):

1-2-1 From the SAP Easy Access menu for investment programs

Menu path:

Accounting → Investment Management → Programs → Master Data → Inv. Program Definition → Create


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Program type T0XX

Choose Enter. Enter the following data in the program definition:


Investment program description Group XX investment program

Budget distribution annual active (should be proposed as a default value from your program type)

Fiscal year variant K4

Currency Uni

Save.

1-2-2 Now create the structure of your investment program:

Menu path:

Accounting → Investment Management → Programs → Master Data → Edit Structure

(C) SAP AG AC350 2-26

Enter the following data (if not already there), and choose Enter:




Choose your program definition (highlighted in green) and choose Create.


Position ID 10XX

Description Group XX, overall investments

Controlling area 1000

Choose Enter. Click on the node you just created and create two subordinate nodes:

Position ID Description Respons.

10XX-1 Investments DE 10XX

10XX-2 Investments GB XX

Choose Copy. Below position 10XX-1, create the following additional nodes:

Position ID Description

10XX-1-1 Production

10XX-2-1 Administration

10XX-3-1 Sales and Marketing

Choose Copy again. The program position for Administration has to be split up further:

Position ID Description Budg.dist. ovl.

10XX-1-1-2 Buildings active

10XX-1-2-2 Fixtures & Fittings inactive

Choose Copy. Save.

(C) SAP AG AC350 2-27

Appendix: Investment Program

1-1 Customizing paths for investment programs:

1-1-1 Define program type Customizing for Investment Programs: Investment Management → Investment Programs → Master Data → Define Program Types

1-1-2 Allowed entries for master data fields Investment Management → Investment Programs → Master Data → Allowed Values for Certain Master Data Fields

1-1-3 Define plan profile Investment Management → Investment Programs → Planning in Programs → Cost Planning → Maintain Planning Profiles

1-1-4 Define budget profile Investment Management → Investment Programs → Budgeting in Program → Define Budget Profiles for Investment Programs

2-1 You create the structure of your investment program in the Application in two steps:

2-1-1 Create the program definition SAP Easy Access Menu → Accounting → Investment Management → Programs → Master Data → Inv. Prog.Definition → Create

2-1-2 Edit the program structure SAP Easy Access Menu → Accounting → Investment Management → Programs → Master Data → Edit Structure


© SAP AG 1999

In this unit, the system settings needed for using appropriation requests are explained.

Contents:

Appropriation Requests


© SAP AG 1999

Create appropriation request types, and define their screen layout and tab layout

Define partner determination procedures andpartner functions

Define allowed entries for master data fields and user fields

Set up planning profiles for costs and revenue

Define yield curves for determining net present value

Define approval workflows


Appropriation Requests: Unit Objectives


© SAP AG 1999

Investment ManagementInvestment ManagementInvestment Management

Investment Measure

WBS elem./Order

Asset u.Const.

C

Stmt.


IM

AAAAPSPM

CO

Cost center



Inv. Program

Asset

Equipment


AA

IM


Settlement


Plan Costs



IM

IM

MM PP

PM

CO

Acquisitions

Budget

Plan CostsActual


APC

Actual


© SAP AG 1999

Appropriation Request Process

"Wishlist"

Interested People

Comments

Options for implementation

Documents

ROI

Print forms

Criteria

Workflow

Classification

Roles

Investment Program

Internal order:Leasebuildings

AutomaticCreation

Replace the appropriation requestby the measure?

Idea ApprovalProcess

App.Request

An appropriation request is an idea or wish for carrying out a measure (such as, an investment, or research and development), which has to be individually assessed and approved by one or more positions within an enterprise, primarily because of the high costs involved. Measures are not strictly limited to capital spending. They can also represent projects that involve primarily expenses.

Usually there is a relatively long time period between the initial application and fleshing out of the appropriation request and its final approval or rejection.

You can use the appropriation request to create a wish list. An investment measure can be created automatically from an appropriation request. For this purpose, you can specify in Customizing whether the appropriation request is replaced by the measure, or if both continue to exist.

Appropriation requests exist since Release 4.0.


© SAP AG 1999

Measures

WBS elem.Order

. . .

AppropriationRequest

Data Copied. . .

Investment Program

Position 1 Position 2

Plan Values

. . .

Plan Values

Cost center 110

Approval

Plan valuesDesciptionDatesOrg. assignmtsDep. sim. dataAssignment to inv. programposition

Plan valuesPositions involvedOrg. unitsStatusVariants

Functions of the Appropriation Request

Appropriation requests serve as a kind of noted item for proposed investments. They have comprehensive master data, in which you can enter information relevant to the planned investment.

In addition, appropriation requests assist in investment planning. Usually, you create appropriation requests in the year prior to the planned implementation of the investment. You enter the request in the requesting organizational unit (such as the cost center). In this way, you can include the appropriation request at an early phase of the creation of the annual investment program.

Once it is approved, the appropriation request enters the implementation phase, in which it is actually carried out.

Depending on the functions you need for managing the measure during the implementation phase, there are several R/3 system objects you can use as measures. The objects that can currently be used as measures for appropriation requests are top WBS elements, internal orders, and maintenance orders. These objects can be created directly from an appropriation request. For projects, only the top WBS element can be created. The rest of the project has to be created in the Project System (PS).


© SAP AG 1999

Approp. Request

Measure

Variants

Investment ProgramPosition

Investment Planning

. . .

assign

roll up

Plan version 0

assign

General dataPartnerClassific. criteriaStatusUser fieldsInvest. prog. pos.

Plan versionPlan costs&revenueAssessmentPreinvestment analysis figuresDatesStatusDocumentsDeprec. simulation

Approval

Appropriation Request Variants

An appropriation request consists of a master record with basic information about the type of investment being planned, and organizational assignments (such as the name of the person making the application). It also includes information required for the measure that belongs to it.

You can create variants for each appropriation request. You use the variants to represent different alternatives for how the appropriation request can best be realized. Variants can also represent different basic conditions for the investment that result in different plan values.

Each appropriation request has at least one variant. Each variant has its own master data information about the implementation of the measure, with plan values being particularly important.

You can assign the variant to an investment program position at the level of the appropriation request. You can assign appropriation request variants to different plan versions of the investment program. As a result, you can roll up different plan values of different appropriation request variants on different plan versions of the investment program.

In order to represent even more diverse options for carrying out an investment, the system also offers alternate appropriation requests (see training course AC020 Investment Management).


© SAP AG 1999

Creating anappropriation request

Approp. request type:

AppropriationRequest TypeAppropriationRequest Type

Partner determ. procedurePartner determ. procedure

Link to program planningLink to program planning

Variant controlVariant control

Plan profilesPlan profiles

User status profileUser status profile

Appropriation Request Types

LayoutLayout

When you create an appropriation request, you have to enter an appropriation request type. You can define any number of appropriation request types in Customizing. You also enter a controlling area.

The appropriation request type classifies the appropriation request. It also contains control parameters for managing appropriation requests. The plan profiles for costs and revenue, the status profile and the partner determination procedure are especially important.

The following settings determine how the appropriation request type is linked to investment program planning:

- The program type of the investment program, to which the appropriation request can be assigned - The measures that are allowed for the implementation of the appropriation request, and the order

type or project profile for these measures - Specification for whether the appropriation request, at its release, is replaced by the measure

belonging to it (this affects the assignment to an investment program, planning, and display in the Information System).

There are also settings for the creation of variants for the appropriation request. You can enter a user status profile for variants, an investment profile for depreciation simulation, and the increments for the assignment of variant numbers.

Starting in Release 4.6, you can also enter the layout for the appropriation request in the appropriation request type. This will be explained in more detail later.


© SAP AG 1999

Modifiable Fields

Payback periodAssetOrder type...

Input InvisDisp HiLiReq

Influencing fields

CompanyCompany code

ScaleControlling areaApprop.request typePriority Client

Screen Layout for Appropriation Requests

Position ID

Using the screen layout control, you can modify the field characteristics of the master data of appropriation requests and appropriation request variants to your individual requirements.

You can control the field characteristics of master data fields dependent on the entries in certain influencing fields (for example, the appropriation request type, company code, and so on).

Depending on the contents of the influencing field, you can specify whether a field of the appropriation request is a required entry field, an optional entry field, or is suppressed.

As of Release 4.5, you can specify that the assignment to an investment program is a required entry field.

You also have the option of defining the screen layout control without using influencing fields. The screen layout you define is then always valid in the client.


© SAP AG 1999

Tab Layout for Appropriation Requests

Edit Appropriation Request

Requesting organizational units

Responsible organizational units

Freely-definable namesYou can choose the position of groups on the tab pages

General Data

ControlData Org.Units Measures/Assets User Fields Variants

You can choose your own titles for the tab pages. You can also define how individual groups of fields are assigned to the tab pages. These groups include:

General Data Partner Data (Table Control) Status of the Appropriation Request Investment Program Alternate Appropriation Requests Requesting / Responsible Organizational Units Measures to be Implemented Assets / Equipment to be Replaced User Fields 1-6 User Fields 7-14 Variants

Using customer enhancement AAIR0002, you can even distribute the individual fields on the tab pages as you wish, or define your own fields.

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© SAP AG 1999

Partner Management


General DataDescriptionApplicant:Approver:

Partner FunctionsApplicantInterested partyPerson respons.Approver

I1

I2I3

I4. . .

Partner Determ. 0001

I1I2I3I4

Funct.X

X

Language-dependentconversion

X

Overview

UniqueMandt.App.Request Type

Partner detm. proc.0001

I1I4

Directly maintainablepartner functions

Reinvst.Le ClercWaters

It is common to want to manage information on all persons who are involved with the creation and further processing of the appropriation request. For this reason, appropriation requests have an interface to R/3 partner management. Using partner management, you can define partner determination procedures.

You can define an unlimited number of partner functions in the partner determination procedure. You assign a partner determination procedure to an appropriation request by means of the appropriation request type.

You specify the keys of the defined partner functions. They are dependent on the logon language. In the master record of the appropriation request, you can assign a person to each partner function in the partner determination procedure. If you activate the Partner data (table control) group box in the tab layout of the appropriation request, you can maintain partner functions directly in the appropriation request master data. If you use the Partner data (single fields) group box instead, you can maintain only two partner functions directly in the master data of the appropriation request. You can then maintain additional partner functions in the Partner overview screen. In the appropriation request type, you specify the two partner functions that appear in the master data screen..

You have to enter the partner type for the partner functions in their Customizing definition. The following partner types are allowed for appropriation requests:US (user) O (organizational unit) A (work center) S (position). The Contact person partner type is not allowed for appropriation requests.

The partner functions for appropriation requests are significant mainly for the approval process.

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© SAP AG 1999

Status profile

CloseReleaseApprove

...

DisalldWarngAllowedInfluence Next action

DeleteSetNo action

Stat.no. Status Init. Lowest HighestStat.no. Stat.no.

10 not checked x 10 20

20 interim 10 30check

30 final check 20 30

Object TypeApp. requestRequest variant

xx

Goto Transaction control

goto

Status Management for Appropriation Requests

App.Request Type

Appropriation requests have an interface with R/3 status management. This status management can be used to manage both system statuses and user statuses for appropriation requests and their variants.

The system automatically assigns the system status. You cannot define system statuses in Customizing. Above and beyond the system status, you can also define any number of status settings along with the events that trigger them using general user status management in the R/3 System.

You define the allowed user status settings in a status profile. The status profile is linked to the appropriation request type.

You specify for each status setting: Which activities (such as release) are allowed when the status is set How the activities affect the status (such as, status will be set)

You can link the status of an appropriation request to an authorization key. In general maintenance for authorizations, you can assign authorizations for this key, using the authorization object B_USERSTAT. When you manually set or delete a user status, the system checks if you are authorized to do so. If the system automatically sets a user status as the result of an accounting activity, there is no authorization check.

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© SAP AG 1999

Define number rangeDefine number range

Number range object: Appropriation request

Intervals

Group 03

Group 02

Group 01

300000 -499999

200000 -299999

100000 -199999

App. request type 4

App. request type 2

App. request type 6

App. request type 1

App. request type 3

App. request type 5...

Appropriation request type 1Appropriation request type 1

Number rangeNumber range

ControlControl

Same external coding maskas WBS elements

Same external coding maskas WBS elements

Same number assignmentas investment orders

Same number assignmentas investment orders

Independent number assignment using number ranges

Independent number assignment using number ranges

Number assignmentNumber assignment

0101

Number Assignment for Appropriation Requests

You need a number range for the assignment of the appropriation request number. Therefore, you have to assign each appropriation request type to a number range group of the Appropriation request number range object.

The system displays the assigned number range group in the definition of the appropriation request type. However, you cannot maintain the number range group there.

In the definition of the appropriation request type, you make specifications for how the measure (order or WBS element) that will be created receives its number. There are three options. You can specify one of the following: Your investment project has the same external coding mask and number assignment as the appropriation request

Your investment order has the same number assignment as the appropriation request The number of the measure is assigned independently from the appropriation request number

Note that when you use the same number assignment as WBS elements, you still need to have a number range for the appropriation request request number internally within the system.

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© SAP AG 1999

Allowed appropriationrequest number, for example:

A /XXX.0.0.00

A/XYZ.1.2.34

Edit ID

1 / .

Length ofEdit ID

Specialcharacters

Editactive

X

Special Characters

Coding Mask

Genericsearch

3 alphanum.characters

4 numericcharacters

Coding maskLockindic.

App.Request TypeSame external coding mask asWBS elements

X

Coding Mask of the App. Request Number

You can keep your appropriation request numbers more uniform by using coding masks. These coding masks assist in the formatting of character strings. The procedure and the coding masks are the same as those used for formatting WBS element keys in the Project System (PS) component.

In order to use coding masks, you have to set the Same external coding mask and number assignment as WBS element indicator in the appropriation request type. Setting this indicator has the following results: The measure (WBS element) that is created subsequently for the appropriation request receives the same number as the request, and the same coding mask is used for creating the WBS element and the appropriation request.

It is not possible to use coding masks for the appropriation request number independently of the resulting WBS elements. Using coding masks is also not possible if the measures created later are internal orders.

You can define coding masks in Customizing. The system uses the coding mask ID and the leading characters of the appropriation request number to determine the coding mask to be used. If they both agree, the system tries to apply the coding mask to the key entered..

You also specify in Customizing which special characters are allowed in the coding mask. The system sets the special characters in the coding mask automatically when you create an appropriation request.

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© SAP AG 1999


Fields you can defineyourself in Customizing:

• Reason for investment• Environmental investment• Scales• Priority• Scores (for assessment)• 2 User fields

10 additional user fields(not definable)

Organizational assignmentsand other master data

Measure Information

Variants with master dataand plan values

Customizing

Allowed entries

Short description

Master Data Fields and User Fields

For a number of master data fields of the appropriation request, you can define allowed values in Customizing (for example, the person responsible, the reason for the investment, the envrionmental protection indicator, and so on).

Along with these fields, there are also twelve user fields that you can specify for your own neeeds. For two of these user fields, you can define your own short description, as well as the allowed entries.

For eight of the user fields, you can only specify the short description for the field. Any entries are allowed in these fields.

Two user fields are limited to a yes or no entry (indicators).

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© SAP AG 1999

Plan Profile for Cost Planning

Time horizonPastFutureStart

Overall/annual valuesDisplay in maint.transactions

App.Request Type

Plan Profile for Revenue Planning

Time horizonPastFutureStart

Annual values onlyDisplay in maint.transactions

Planning Appropriation Requests

You can plan costs and revenues for appropriation requests. You can plan costs to be capitalized separately from costs that are not capitalized.

You do not plan on the appropriation request itself, but on its variants. You can manage separate plan values on each appropriation request variant.

You can define plan profiles for controlling the planning of costs and revenue for appropriation requests. You can define separate plan profiles for the planning of costs as opposed to revenue.

These profiles control The allowed time horizon for planning annual values Whether overall values only, or if both overall and annual values are allowed to be planned (for revenue planning only annual values are allowed, no overall values)

The representation of the plan values in the planning or budgeting transaction You can assign both a planning profile for cost planning and a planning profile for revenue planning to each appropriation request type. In this way, you can control planning differently for each appropriation request type.

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© SAP AG 1999

App.Request Type

Value date for preinvestment analysis

Preinv. anl date:

Approp. Request(variants)• Net present value• Discounted cash flow rate• Internal rate of return• Payback period

Calculate preinvestmentanalysis figures

1 2 3 4 5 6 7 8 9 10 11 120

2

4

6

8

10

12

Inte

rest

rate

Reference interestrate with term

BidAskClient

1/1/YYYY

Preinvestment Analysis

The preinvestment analysis in the system relates to the variants of an appropriation request. On the basis of the planned costs and revenue, the system calculates the net present value and the discounted cash flow rate, the internal rate of return and the payback period for the appropriation request variant, and enters these values in the master data detail screen of the given appropriation request variant.

The system uses a yield curve for the calculation of the preinvestment analysis figures. You define this yield curve in Customizing. For each currency, you can define a bid yield curve and an ask yield curve.

In addition, you can specify in Customizing, per appropriation request type, the date the system should use for determining the net present value. You can change this reference date at any time. Changing this date does not affect the net present values that were already calculated (the change does not become effective until you call the function again in the master data transaction ).

Alongside the preinvestment analysis figures, you can enter a numerical score and a verbal assessment of the appropriation request manually in its master data. You assign the allowed values for both the score and the verbal assessment in Customizing.

SAP provides yield curves with a constant interest rate of 10% (term of 10 years). Starting in Release 4.6, it is possible to recalculate the preinvestment analysis figures for a number of appropriation requests at once.

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© SAP AG 1999

Applicant Person resp. Approver 1 Approver 2

Partner Determ. Procedure

Partner overview

Approval levels

Functions:

Approval functions:

Holder of partner function:Appropriation Request

App.req. typePartnerVariants. . .

Approver 1 Approver 2

Level 1Level 2

Status:For approval

Status:Approved

Workflow

Event-linkage activeXAppropriation Request

Custom

izingA

pplicationSAP Office

AppropriationRequest Type

Le Clerc

SalizarSantos

Workflow

ApplicantPerson resp:Approver 1:Approver 2:

Le ClercChungSalizarSantos

Approval of Appropriation Requests

The prerequisite for using the automatic approval process for appropriation requests is that you first activate the approval workflow in Customizing.

The approval process for an appropriation request is controlled using freely definable approval levels, that you define for each appropriation request type. You can define any number of approval levels. The numerical key you assign each approval level determines the sequence in which the approval levels are processed.

The system starts processing the first approval level (with the smallest numerical key) once the appropriation request has For approval status. When the last approval level has been processed, the system sets Approved status and informs all those involved by Mail.

In addition, you have to assign a partner function to each approval level. The person who holds this partner function is responsible for the approval at that level. You define the partner functions in the partner determination procedure in the appropriation request type (recommended: use of mandatory partner functions). You specify the holders of the partner functions in the master data of the appropriation request.

The holders of the partner functions receive the appropriation requests for their assigned approval level as workflow items in their Office inbox, and can grant approval there.

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© SAP AG 1999

Authorization Objects for Approp. Requests

Processing appropriation requestsof one appropriation request type

Processing of appropriation requests in a Company codeBusiness areaControlling area

A_IMA_ART

A_IMA_BUKA_IMA_GSBA_IMA_KOK

You can restrict processing of appropriation requests using authorizations for authorization objects and/or activities.

For authorization objects, for example, you can limit the following activities: Create/Display/Change Lock/Unlock Delete Process plan values

For a more detailed description of the authorization objects and the activities that can be limited, refer to the R/3 long text documentation of the objects.

SAP provides standard profiles for processing appropriation requests.

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© SAP AG 1999

Create appropriation request types, and define their screen layout and tab layout

Define partner determination procedures andpartner functions

Define allowed entries for master data fields and user fields

Set up planning profiles for costs and revenue

Define yield curves for determining net present value

Define approval workflows


Appropriation Requests: Unit Summary

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Appropriation Requests Exercises

Unit: Appropriation Requests Topic: Processing of Appropriation Requests and the Customizing Steps Necessary

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

• Define the Customizing settings for master data maintenance of appropriation requests

• Define the approval process for appropriation requests

You want to represent your enterprise's investment wishes in the R/3 System, and subject them to an approval process. In addition, you want to include these investment wishes in your investment planning. You decide to use appropriation requests to meet these needs.

First make the necessary settings in Customizing and then create an appropriation request in the system.


1-1 The following Customizing settings for appropriation requests are required:

1-1-1 First define three partner functions (applicant, person responsible and approver) for your appropriation request.

Choose Define Partner Functions. Choose New entries to enter partner functions #1 to #3. The pound symbol (#) stands for one of the following characters:

Group 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

# A B C D E F G H J K L M N O P R S T

Enter the following data:

Funct. Description No.Type

#1 Applicant US

#2 Person responsible US

#3 Approver US

Choose Back and save. Go back and choose Define Partner Determination

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Schema. Choose New Entries. Create partner determination procedure T0XX. Choose Back. Select your partner determination procedure and click on Partner roles in schema. Choose New Entries. Enter roles #1, #2 and #3. Set the Mandatory and Unique indicators for all partner functions. Save.

1-1-2 Now define your own appropriation request type. A project should result from this appropriation request later.

Choose New Entries. Enter a key (#1, see above for the meaning of the pound (#) symbol).

• Set the Independent number assignment using number ranges indicator.

• Enter 000001 as the Cost planning profile.

• In order to be able to calculate preinvestment analysis figures later, also enter profile 000001 as Revenue planning profile.

• Enter your partner determination procedure T0XX, and roles #1 and #3 (applicant and approver) as directly maintainable partner functions. Enter partner functions #1 and #2 as Mail recipients (applicant and person responsible) for the approval workflow.

• Also enter your program type T0XX for the link to program planning.

• Set the indicator for WBS elements as allowed measures, and enter project profile 0000001.

Save.

1-1-3 Create a tab layout for your appropriation request type. Use the standard tab layout, SAP, as a reference.

Select the SAP standard layout, SAP, and copy it to layout ZXX (XX stands for your group number). Confirm the message that appears. Change one of the tab page titles. Now select one of the tab pages and choose Position of groups on the tab page. Check your entries. Save. Return to the IMG display.

Now you have to enter your tab layout in your appropriation request type.



Layout ZXX (XX stands for your group number)

Save.

1-1-4 Now you define the number range for appropriation requests that belong to your appropriation request type. In Customizing for appropriation requests, choose

Menu path:

Master Data → Control Data→ Define Number Assignment

Choose the Groups function. Create a new number range interval. Enter a description (TXX) and the following interval for your number range:

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From number To number Current number Ext.

1XX00 1XX99 1XX00 inactive

Choose Enter. Select your appropriation request type (Choose element). Also select your number range group in the same way. Choose Element/Group. Save.

1-1-5 Configure the system so that the assignment of appropriation requests to investment program positions is a required entry field for your appropriation request type.

Choose the Influencing function. Select the Appropriation request type influencing field by double clicking on it. Enter your appropriation request type in the Contents field. Set the Required indicator for the modifiable Position ID field . Save.

1-1-6 Define your own user status profile. It should contain three statuses: not checked, interim check, and final check. Make it so that the appropriation request cannot be proposed for approval unless it has ‘final check’ status.

Choose New entries and enter the key T00000XX and a description for your user status profile, and maintenance language ‘EN.’ Choose Continue. Goto the detail screen for your status selection profile by double clicking. Enter the following status settings:

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Status number Status Short text Lowest status number

Highest status number

01 UNCH Not checked 01 02

02 INCH Interim check 01 03

03 FICH Final check 02 03

Set the Initial indicator for UNCH status.

Choose Goto → Object types and select the Appropriation request object type. Save. Return to the IMG display. Choose Specify Status Authorizations. Choose Specify Status Authorizations. Save. From the IMG, choose Define User Status Profile. Select your user status profile and enter authorization key TXX for your ‘Final check’ status. Double click on the ‘Not checked’ status. Choose Edit ### New entries. Set the Disallowed indicator for the business transaction ‘submit for approval.’ Repeat this procedure for the ‘interim check’ status. Save. From the IMG, choose Assign User Status to Approp. Request Type. Choose Specify Status Selection Profile for Approp. Requests. Assign your status profile to appropriation request type #1. Save.

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1-1-7 Define the workflow approval levels for your appropriation request type. Choose New entries. Add approval level 1 with approver #3. Save. Return to the IMG display.

1-1-8 Then you have to assign plan version 0 to investment programs of your program type.

Choose New Entries. Enter the following data:

Prog. Approval year Program type Version Authorization level

Current year T0XX 0 1

Save.

2-1 You continue this process in the application: There you create an appropriation request and submit it for approval.

2-1-1 Create an appropriation request using your appropriation request type. Choose Enter. If the system requests you to enter a controlling area, enter 1000. Enter the description "New Administration building" and other master data for your appropriation request. Enter the following partners:

Description Partner

Applicant Group to your left

Person responsible Group to your right

Approver Your own user (AC350-XX)

On the Control data tab page, you see that the assignment to investment program position field is a required field (as you set up). Enter the following data:


Investment Program T-IDESXX


Position ID 10XX-1-2-1

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Choose the Organizational units tab page, and maintain requesting and responsible organizational units:


Company code 1000

Business area 9900

Requesting Cost Center 1000

Choose Enter. Enter the following additional data:


Object class INVST

Plant 1000

Choose the Variants tab page. Enter the variant number 1. As description enter "New Administration Building." Choose the Plan versions tab page, and assign your variant to plan version 0 for the current year. Enter the following plan values on the Plan values tab page:

Investment costs Overhead Revenue

Overall 1.000.000 60.000

Current year 500.000 50.000 500.000

Current year + 1 200.000 10.000 300.000

Save. Make a note of your appropriation request number.

2-1-2 Do not do this exercise until the instructor allows you to continue! From the SAP Easy Access menu for appropriation requests, choose Edit Appropriation Requests → Change. Enter your appropriation request. Choose Enter. Choose the Control data tab page. In the Status group box, set the status to For approval. Save. Keep in mind: In order to do so, you first have to change the user status from ‘Not checked’ to ‘Checked.’ Save the modified appropriation request.

2-1-3 In the SAP Easy Access Menu, choose

Menu path:

Office → Workplace

Choose Inbox### Workflow. Execute the workflow task that is displayed and approve your appropriation request by choosing the pushbutton for that purpose.

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(C) SAP AG AC350 3-27

Appropriation Requests Solutions

Unit: Appropriation Requests Topic: Processing of Appropriation Requests and the Customizing Steps Necessary

1-1 The following Customizing settings for appropriation requests are required:

1-1-1 First define three partner functions (applicant, person responsible and approver) for your appropriation request. Go to Customizing for appropriation requests.

Menu path:

Investment Management → Appropriation Requests → Master Data → Control Data → Define Partner Determ. Procedure and Partner Functions

Choose Define Partner Functions. Choose New entries to enter partner functions #1 to #3. The pound symbol (#) stands for one of the following characters:


Funct. Description No.Type

#1 Applicant US

#2 Person responsible US

#3 Approver US

Choose Back and save. Go back and choose Define Partner Determination Schema. Choose New Entries. Create partner determination procedure T0XX. Choose Back. Select your partner determination procedure and click on Partner roles in schema. Choose New Entries. Enter roles #1, #2 and #3. Set the Mandatory and Unique indicators for all partner functions. Save.

1-1-2 Now define your own appropriation request type. A project should result from this appropriation request later. In Customizing for appropriation requests, choose

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Menu path:

Master Data → Control Data→ Define Appropriation Request Types

Choose New Entries. Enter a key (#1, see above for the meaning of the pound (#) symbol).

• Set the Independent number assignment using number ranges indicator.

• Enter 000001 as the Cost planning profile.

• In order to be able to calculate preinvestment analysis figures later, also enter profile 000001 as Revenue planning profile.

• Enter your partner determination procedure T0XX, and roles #1 and #3 (applicant and approver) as directly maintainable partner functions. Enter partner functions #1 and #2 as Mail recipients (applicant and person responsible) for the approval workflow.

• Also enter your program type T0XX for the link to program planning.

• Set the indicator for WBS elements as allowed measures, and enter project profile 0000001.

Save.

1-1-3 Create a tab layout for your appropriation request type. Use the standard tab layout, SAP, as a reference.

Menu path:

Master Data → Control Data→ Specify Tab Layout for Appropriation Requests

Select the SAP standard layout, SAP, and copy it to layout ZXX (XX stands for your group number). Confirm the message that appears. Select your new tab layout ZXX and choose Tab page titles. Change one of the names. Now select one of the tab pages and choose Position of groups on the tab page. Check your entries. Save. Return to the IMG display.

Now you have to enter your tab layout in the appropriation request type:

Menu path:


Choose your appropriation request type (double click) and enter the following data:


Layout ZXX (XX stands for your group number)

Save.

1-1-4 Now you define the number range for appropriation requests that belong to your appropriation request type. In Customizing for appropriation requests, choose

Menu path:

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Master Data → Control Data→ Define Number Assignment

Choose the Groups function. Choose Group → Insert to see a dialog box for creating a new number interval. Enter a description (TXX) and the following interval for your number range:

From number

To number

Current number

Ext.

1XX00 1XX99 1XX00 inactive

Choose Enter. Select your appropriation request type (Choose element). Also select your number range group in the same way. Choose Element/Group. Save.

1-1-5 Configure the system so that the assignment of appropriation requests to investment program positions is a required entry field for your appropriation request type. In Customizing for appropriation requests, choose

Menu path:

Master Data → Control Data→ Define Screen Layout for Appropriation Requests

Choose the Influencing function. Select the Appropriation request type influencing field by double clicking on it. Enter your appropriation request type in the Contents field. Set the Required indicator for the modifiable Position ID field . Save.

1-1-6 Define your own user status profile. It should contain three statuses: not checked, interim check, and final check. Make it so that the appropriation request cannot be proposed for approval unless it has ‘final check’ status. In Customizing for appropriation requests, choose

Menu path:

Master Data → Control Data→ User Status → Define User Status Profile

Choose New entries and enter the key T00000XX and a description for your user status profile, and maintenance language ‘EN.’ Choose Continue. Goto the detail screen for your status selection profile by double clicking. Enter the following status settings:

Statu S Short text L H

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01 U Not checked

0 0

02 I Interim check

0 0

03 F Final check

0 0

Set the Initial indicator for UNCH status.

Choose Goto → Object types and select the Appropriation request object type. Save. Return to the IMG display. Choose Specify Status Authorizations. Using New entries, enter the key TXX and a description for your authorization key. Save. From the IMG, choose Define User Status Profile. Select your user status profile and enter authorization key TXX for your ‘Final check’ status. Double click on the ‘Not checked’ status. Choose Edit → New entries. Set the Disallowed indicator for the business transaction ‘submit for approval.’ Repeat this procedure for the ‘interim check’ status. Save. From the IMG, choose Assign User Status to Approp. Request Type. Choose Specify Status Selection Profile for Approp. Requests. Assign your status profile to appropriation request type #1. Save.

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1-1-7 Define the approval levels for your appropriation request type. In Customizing for appropriation requests, choose

Menu path:

Approval → Define Approval Levels for Appropriation Requests

Select your appropriation request type and choose Workflow approval levels. Choose New entries. Add approval level 1 with approver #3. Save. Return to the IMG display.

1-1-8 Then you have to assign plan version 0 to investment programs of your program type. In Customizing for investment programs, choose

Menu path:

Planning in Program → Versions → Assign Version to Approval Year or Program Type

Choose New Entries. Enter the following data:

Prog. Approval year

Prog V Authorization level

Current year T0X 0 1

Save.

2-1 You continue this process in the application: There you create an appropriation request and submit it for approval.

2-1-1 Choose

Menu path:

Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Create

Enter your appropriation request type. Choose Enter. If the system requests you to enter a controlling area, enter 1000. Enter the description "New Administration building" and other master data for your appropriation request. Enter the following partners:

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Description Partner

Applicant Group to your left

Person responsible Group to your right

Approver Your own user (AC350-XX)

On the Control data tab page, you see that the assignment to investment program position field is a required field (as you set up). Enter the following data:


Investment Program T-IDESXX


Position ID 10XX-1-2-1

Choose the Organizational units tab page, and maintain requesting and responsible organizational units:


Company code 1000

Business area 9900

Requesting cost center 1000

Choose Enter. Enter the following additional data:


Object class INVST

Plant 1000

Choose the Variants tab page. Enter the variant number 1. As description enter "New Administration Building." Choose the Plan versions tab page, and assign your variant to plan version 0 for the current year. Enter the following plan values on the Plan values tab page:

Investment costs

Overhead

Revenue

Overall 1,000,00 60,000

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0

Current year

500,000

50,000 500,000

Current year + 1

200,000

10,000 300,000

Save. Make a note of your appropriation request number.

2-1-2 Do not do this exercise until the instructor allows you to continue! From the SAP Easy Access menu for appropriation requests, choose Edit Appropriation Requests → Change. Enter your appropriation request. Choose Enter. Choose the Control data tab page. In the Status group box, set the status to For approval. Save. Keep in mind: In order to do so, you first have to change the user status from ‘Not checked’ to ‘Checked.’ Save the modified appropriation request.

2-1-3 In the SAP Easy Access Menu, choose

Menu path:

Office → Workplace

Choose Inbox → Workflow. Execute the workflow task that is displayed and approve your appropriation request by choosing the pushbutton for that purpose.

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Appendix: Appropriation Requests

1-1 Customizing paths for appropriation requests:

1-1-1 Define partner determination procedure and partner functions: Customizing for Appropriation Requests: Master Data → Control Data→ Define Partner Determ. Procedure and Partner Functions

1-1-2 Define appropriation request types: Master Data → Control Data→ Define Appropriation Request Types

1-1-3 Define number assignment: Master Data → Control Data→ Define Number Assignment

1-1-4 Define screen layout: Master Data → Control Data→ Define Screen Layout for Appropriation Requests

1-1-5 Define tab layout: Master Data → Control Data→ Define Tab Layout for Appropriation Requests

1-1-6 Define user status profile: Master Data → Control Data→ User Status → Define User Status Profile

1-1-7 Define plan profiles for cost planning and revenue planning: Planning → Cost Planning (or) Revenue Planning → Define Planning Profile for Cost Planning (or Revenue Planning)

1-1-8 Define approval levels for appropriation requests and activate event linkage for workflow task: Approval → Define Approval Levels for Appropriation Requests Approval → Activate Event-Linkage for Workflow Task

1-2 Create, plan and approve an appropriation request in the application:

1-1-1 Create and plan appropriation request: SAP Easy Access Menu → Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Create

1-1-2 Approve an appropriation request: Edit Appropriation Request → Change, then choose Control Data. Change status to for approval In the SAP Easy Access Menu, choose: Office → Workplace


© SAP AG 1999

In this unit, the system settings needed for working with investment measures (using projects as anexample) are explained.

Contents:

Projects as Investment Measures


© SAP AG 1999

Define project profiles and investment profiles

Define plan and budget profiles and make settings for availability control

Define allocation structures and source structures, along with settlement profiles

Set up statistical budget monitoring

Define tolerance limits

Explain the differences between Customizingsettings for investment projects and investment orders


Projects as Investment Measures: Unit Objectives


© SAP AG 1999

Investment Measure

WBS elem./Order

Asset u.Const.

C

Stmt.


IM

AAAAPSPM

CO

Cost center



Inv. Program

Asset

Equipment


AA

IM


Settlement


Plan Costs



IM

IM

MM PP

PM

CO

Acquisitions

Budget

Plan CostsActual


APC

Actual



© SAP AG 1999

Structure of Investment Measures

Investment Measure

Order/WBS Element:

Asset u.Construction:

Asset Accounting

Controlling

Purch. ordersPurch. requis.InvoicesInt. activity Down payments

BudgetingPlanningActual ValuesCommitmentsAvailability

Asset hist. sheetSpecial deprec.Invest. supportDiffering APCvaluation

Investment measures are not an object type in their own right in the R/3 System. Instead they are represented in the system using special internal orders or WBS elements (of a project) and an accompanying asset under construction.

Measures can be used for projects that primarily involve costs, such as research and development projects. However, measures are most commonly used for processing capital investments that are not capitalized directly, due to their extensive proportions or the large percentage of in-house production involved. In that case, they are called investment measures and have an asset under construction in the background.

Investment measures become relevant to asset accounting at period-end or at fiscal year closing. Therefore they have extra functions, in addition to the master data and values that are important for management accounting on the order or project. These functions include: Data of an asset under construction for correct representation in the balance sheet of those parts of the investment that will be capitalized

Depreciation terms for special depreciation and investment support calculations during the under-construction phase

You should be aware that you can assign measures to an investment program even if they do not have an investment profile or an asset under construction.


© SAP AG 1999

FinancialAccounting Controlling

DeliveriesServiceDown paymts

Int. activityTransferOverheadAssessmentDistribution

Investment MeasureOrder/WBS element(Actual values)

FI CO

periodic

Asset u. Const.FI-AA

COCost center

MaterialsManagementStockwithdrawals

Goods/Invoicereceipt

MM

Debits on Investment Measures

Actual costs on investment measures (WBS elements and internal orders) arise from Postings in Financial Accounting Goods movements in Materials Management Internal activity allocation and overhead within management accounting

The account assignment object for acquisition postings is the order or the WBS element of the investment measure. The asset under construction that belongs to the investment measure cannot be posted directly (exception: investment support).

The split of those costs requiring capitalization from costs not requiring capitalization takes place during the periodic settlement.

The periodic settlement credits the order or WBS element and moves the amounts that require capitalization from costs (expense) to the balance sheet (fixed assets or assets under construction). The amounts requiring capitalization are thereby shown in management accounting only temporarily as primary costs, until the period-end closing takes place. Costs that do not require capitalization can be settled to CO receivers (such as cost centers).


© SAP AG 1999

Debits during construction phase

Asset 1

Asset 2

Budget

Asset 3

Down paymentsAcquisitionsInternal activity Actual

Asset u. Const.

ActualValues

Cost Center

Plan ValuesCommitment

Periodic settlement/capitaliz.

Purch. orders AssetHistory Sheet

InvestmentMeasure

Order/WBS Element

Settlement of Investment Measures

Full Settlement

When you settle investment measures, you generally need to settle the costs collected on the investment measure to different receivers. The system carries this out automatically for the most part, using settlement rules you have entered. There are two ways of settling investment measures: Periodic settlement at the close of the period Full settlement or partial capitalization of the investment measure at its completion

During periodic settlement, the system automatically settles all debits to the asset under construction that belongs to the measure (unless you entered a settlement rule that settles differently). You do not have to create separate settlement rules for this process.

Often the allocation price for internal activity and the price of stock from the warehouse also include overhead. Usually tax regulations or other legal restrictions forbid capitalizing these overhead costs. From the point of view of management accounting and product cost planning, it is desirable to capitalize 100% of all debits on investment measures, in order to level large cost blocks by means of depreciation. To meet this need, you can specify that amounts from certain cost elements or cost element groups are capitalized only in certain depreciation areas of the asset under construction. The system separates out costs that are not capitalized (valuation differences between depreciation areas) and treats them as nonoperating expense.

Full settlement takes place when the investment measure is completed. During full settlement, the system automatically settles the amounts on the asset under construction to completed fixed assets.


© SAP AG 1999

Investment Measure:Master Data Maintenance

WBS element(Master data)

At release, automatic creation of

Asset u. Const.(Master data)

Functions of the Investment Profile

Investment ProfileIM

Manage asset u. const.AuC per source structureand source assignment

Default asset class for investment measureDefault asset class for deprec. simulation data

Asset Class 4001Status Asset u. Const.

Investment Measure

Fix

X

FI- AAFI- AA

Default Values

4001

2000

Project Profile

Comparison with settlements of actuals• Type of distribution rules

Summary settlement /Line item settlement

The most important Customizing parameter from the point of view of Investment Management is the investment profile. By assigning an investment profile to a WBS element, or actually to its project profile, you identify the WBS element as an investment measure.

The following can be specified in the investment profile: Automatic creation of an asset under construction when the order or WBS element is released Asset class to be used when the asset under construction is created Asset class that supplies the depreciation terms for the depreciation simulation If the default asset class can be changed when you create the order or WBS element Asset under construction per source structure and source assignment - This function is not relevant unless you want to have an asset under construction for each source

assignment in the source structure, rather than just one asset under construction overall. If you do choose this method, the system debits a separate asset under construction for each cost element that belongs to the source assignment.

Starting in Release 4.6, it is possible to maintain all settings that are necessary in order to offset all settled actual values against the depreciation simulation data exactly for each asset class (for more information, see AC020).


© SAP AG 1999

Workflow for Incomplete Assets

generates

create

Investment Measure

WBS element

Asset u. const.

X incomplete

Worklistof

incompleteassets

Process andrelease

Basic functionsBasic functions

Assign agentAssign agent

Activate event linkageActivate event linkage

Asset AccountingAsset Accounting

CustomizingWorkflow task:"Process incomplete assets"

IM

FI-AA

Incomplete assets are assets that have been entered in the system, but in which important master data was not entered. This can occur when an investment measure is created, and the system could not automatically supply all the necessary default values from the asset class for the required entry fields of the asset under construction.

You can use R/3 Workflow to assist in correcting incomplete assets. To do so, you have to make the following basic Customizing settings:

Assign the Process incomplete assets workflow task to the responsible agent (plan position or R/3 user).

Activate the event-linkage for the standard tasks. Another option for processing incomplete assets is to use the special report for this purpose in Asset Accounting (FI-AA).


© SAP AG 1999

Project Profile

Define Tolerance Limits for Availability Control

Budget Profile

Time horizonPastStartFuture

Overall/annual valuesDisplay in maint.transactionsCurrency entriesAvailability control

Tolerance Limits

Activation typeOverall/annual valuesRelease?

1

X

Activity groupAbsolute varianceUsageAction

MailWarningError

Budget

You can steadily monitor the approved budget of an investment measure using active availability control. Using availability control, you can prevent budget overruns before they occur.

In order to use active availability control, you have to specify the following in the budget profiles of the WBS elements: Activation type for the availability control (automatic or in background using usage) Availability control of overall or annual values Availability control of total distributed budget or released budget

In addition, you have to set the tolerance limits for the availability control for each budget profile. In the tolerance limits, you specify the action that the system should take when availability is exceeded. For example, the system could issue a warning or an error message. You make the actions dependent on the degree to which the budget has been used.

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© SAP AG 1999

Statistical Budget Monitoring

Dep. simulation Cost planning

Cost Center

BudgetPlan

CommitmtActual

WBS element

Assets

Statistical update Plan Values

Actuals. . .

Dep.

Planned dep.

Application Customizing

Relevant to budgetTransaction type X

Statisticalcost elems

Cost elem.catg.90

Field statusOrderWBS element

Optional entry

Purch. orderInvoice

ControllingInfo System

Investmentacct assgnmt:WBS/order

Entry

Capital investments that do not have an 'asset under construction' phase are usually capitalized directly in Asset Accounting. However, you may want management accounting information at the same time. For instance, you may want to manage plan values, budgets and commitments in order to carry out target/actual comparisons. Therefore, it is possible to post asset transactions directly to assets, while the system automatically posts these transactions as statistics to an internal order or a WBS element.

The conditions below are necessary for automatic statistical updating of orders or WBS elements: The CO object (order or WBS element) has to be entered in the asset master record as investment account assignment (not as a maintenance order or cost order in the time-dependent data).

The indicator for statistical updating of the order or WBS element has to be set in the definition of the transaction types used for asset transactions (indicator: relevant to budget). This indicator is already set appropriately in the standard transaction types.

The asset control accounts for the APC of the assets have to be entered in the CO component as cost elements (cost element type 90). There is a special report to assist you here.

The Internal order or WBS element field has to be set as an optional entry field in the field status variant of the company code/control account for the APC of the asset. The same applies for the Investment account assignments field group in the screen layout rule of the asset class.

(C) SAP AG AC350 4-11

© SAP AG 1999

Line Item Settlement

Distribution Rules SettlementReceivers

1

2

Office building

Heating system

External asset acquisitions

Stock withdrawalfrom warehouse

Internal activity...

Investmentmeasure

InvoiceFoundations, Inc.

Steel girdersExcavation

InvoiceConstruction, Co.BeamsInstallation

Copper cable

InvoiceElectro, Ltd.

Cost Center

100%

70%

20%

...

Investment Profile

Line item settlement andproof of origin

Summary settlement

10%

In the investment profile, you can specify whether the periodic settlement and the full settlement should be line item settlement or summary settlement for the investment measures that use this investment profile.

"Summary" settlement means that you can only enter blanket distribution rules either for all debits on the measure, or for certain cost elements or cost element groups.

"Line item" settlement means that you can enter a separate, specific distribution rule for each debit on the measure. As a result, the system can provide an exact proof of origin for each line item from the completed fixed asset back to the original debit on on the investment measure.

When you choose line item management for an investment measure, you can enter a blanket settlement rule in addition to the line item settlement rules. The system then uses this blanket settlement rule for all line items, to which you have not assigned their own separate settlement rule. Using this method, you can make use of blanket settlement, and at the same time settle individual line items using a specific settlement rule.

As compared to line item settlement, pure summary settlement (= summary settlement indicator is set in investment profile) offers the advantage of improved performance. However, summary settlement can only provide proof of origin according to cost elements.

(C) SAP AG AC350 4-12

© SAP AG 1999

Settlement Structure

Settlement Structure

Settlement AssignmentsRaw material costsExternal procurementOperating supplies. . .

Source Settlmt Cost Element

Cost elem. group:External procurement

Recvr. Cost elem. Type Deb.cst.el. =Setmt cst.el.

CTR 800556 Sec.FXA Prim. Yes

Settlement ProfileOrder Type/Proj.Profile

Asset underconstruction

WBS element

SettlementDebit

Goods receipt

During settlement, the system settles costs, which were incurred under a primary or secondary cost element on a sender, to one or more receivers using a settlement cost element. When you use settlement by cost element, you settle under the source cost element.

A settlement structure consists of one or more settlement assignments. A settlement assignment specifies which costs (source: cost element group of debit cost elements) should be settled under which settlement cost element to which receiver category (for example, cost center, order, and so on).

You have two alternatives in the settlement assignment: You assign a settlement cost element to the debit cost element groups. This is required especially for secondary cost elements, since they can only be settled to fixed assets with a primary cost element.

You settle by cost element , meaning the debit cost element = settlement cost element. This method is particularly useful when you wish to carefully monitor the required investments for an in-house produced asset. At the end of the period, or when the asset is complete, these costs are settled by cost element to a balance sheet account in Asset Accounting. The balance on the cost element is thereby zero after settlement takes place.

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© SAP AG 1999

Settlement using Source Structure

Investment Measure

Basic dataControl dataSettlement rule

Parameter

Source structureSettlement profile

IM

. . .

Source structure

SrceAsgn02 Cost elem. grp 0002SrceAsgn01 Cost elem. grp 0001

Distribution Rule

50 % Cost ctr 5036 SrceAsgn 02

. . .

. . .

The source structure makes it possible to settle by cost elements or cost element intervals. A source structure contains a number of source assignments. A source assignment groups together the debit cost element groups or cost element intervals that should be settled using the same distribution rules.

In the settlement rule of the sender, you can define a distribution rule for each source assignment. You just have to enter the distribution and the receiver of the costs.

Example: Both direct costs and overhead were charged to a measure. You want to settle 100% of the direct costs to an asset under construction. You want to settle 50% of the overhead costs to the asset under construction, and 50% to an administration cost center.

You create a source structure with two source assignments: One for the cost elements for direct costs (01) and one for the overhead cost elements (02).

For the direct costs, you do not have to create a settlement rule, since settlement to the asset under construction is automatic. For the overhead, you have to create a settlement rule with source assignment 02, settlement percentage 50%, and the receiving administration cost center.

(C) SAP AG AC350 4-14

© SAP AG 1999

Settlement with Capitalization Key

AreaArea:: CostCost--accntngaccntng

AreaArea:: Book deprecBook deprec..

Operatingexpense

P+L Trade bal.sheet

APC

APC

Plan ValuesCommitments

Actual

Book deprec.Version. . .

InvestmentCapitalization Key

01 Book dep.. . .Dep.areas:%

. . .

Master Data:

Customizing

VersionKey

Asset u. Const.Order/ WBS Elem.

IM1

InvestmentIM1Cst el.Vers.Key

IM1 90 XXX 01 0101

Capitalization versCapitalization vers. . 22

Capitalization versCapitalization vers. . 11

Capitaliz. VersionCh. Of dep. FI-AACapitalization KeyAsset Class

In the Investment Management (IM) component, the system uses the capitalization key to perform a different type of settlement in each depreciation area that uses different criteria to determine which costs require capitalization and which do not.

In the capitalization key you can specify that certain cost elements are not capitalized, or are only partially capitalized, in certain depreciation areas of the asset under construction. The system clears the costs that are not capitalized as nonoperating expense. The acquisition and production costs requiring capitalization are debited to the asset under construciton.

You define the capitalization percentage rates of your capitalization key in capitalization versions. The number of capitalization versions is not limited.

You can assign a separate capitalization version to each depreciation area in the chart of depreciation you are using in Asset Accounting. The system uses the capitalization version assigned to the given depreciation area when it determines the percentage amount to be capitalized. In this way, you can capitalize differing amounts in each depreciation area.

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© SAP AG 1999

Parameters for Settlement

Investment Profile

Capitalization Version

Project Profile

Allocation Structure

Source Structure

proposes

proposes

determines

determines

determines

Allowed settlement receiversAllowed distribution methods

Settlement specific to depreciation areas on asset under construction

Investment Measure

Source cost element/ Settlement cost element

For settlement relatedto cost elements

Line item settlementAuC per source assignment

Settlement Profile

By making certain Customizing settings, you can make the settlement of investment measures almost completely automatic. These parameters, along with the settlement rules entered in the given measure, control the entire settlement process for the investment measure.

You define these parameters in Customizing, and assign them to the investment measure by means of the order type or model order, or the project profile used for the measure. It is also possible to change these parameters directly in the master record of the investment measure.

The settlement profile contains the most important control indicators for settlement. Of particular importance, you can specify the allowed receiver types for the settlment there. In addition, the settlement profile contains the default values for the allocation structure and for the source structure.

In the investment profile, you specify if you want line item settlement or summary settlement. At the same time, you can specify in the investment profile that the system create an asset under construction for each source assignment in the source structure, rather than just a single asset under construction.

The capitalization version is only significant in this context if you have different capitalization rules for different depreciation areas in Asset Accounting (for example, for book depreciation, group depreciation and cost-accounting depreciation).

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© SAP AG 1999

Detail

Investment

ControlInterest ProfileIM00

Calculation of Interest

Investment Project (Master Data)

Int. ind. Acct. symbolInt. paid

Customizing

Interest profile IM00Posting specific. 0200

10 1 InvestmentsIM00 Val.cat.

Value category 100

Int.calc.type

Interest terms

Interest indicator 10

Detail

InvestmentsInterest indicator

Cost elems100 A1 - A99

10

Reference int.rateINV

Invest10 BalanceS

Sometimes accounting or legal requirements in certain countries necessitate recording interest on the capital invested in a measure. This interest then has to be either wholly or partially capitalized.

Therefore, the system enables you to calculate interest and capitalize it on the asset under construction automatically. However, you can only calculate interest on investment measures that are managed as projects, not orders. You make the necessary system settings in Customizing for the Project System (PS).

You specify the conditions for calculating interest in each interest indicator. For the interest indicator, you can also enter general conditions (such as calendar type) and a reference interest rate.

It may sometimes be necessary to calculate different kinds of interest with different conditions in parallel on one project. For this purpose, you can use an interest profile, in which you specify the different interest indicators to be used. The key of this interest profile is entered in the WBS element, with a default value proposed from the project definition or the project profile.

You also have to specify the cost elements that are relevant for interest calculation. To this end, you can group cost elements together into value categories. Then assign the value category to an interest profile to designate that it is relevant for interest calculation.

(C) SAP AG AC350 4-17

© SAP AG 1999

Selection Variants for Settlement

Settlement(Collective Processing)

Parameter

Processing

Selection VariantSAP_01

Selection Variant

Selection Values

ProjectWBS elem.Network. . .

Dynamic selections

Attribute

ProtectedInvisibleVariable

SAP_01Variant

Selection criteria for collective processing are stored in a selection variant. You only need to enter the selection criteria once, and then you can use the selection variant each time you start the collective processing.

In the IM component, you can settle investment measures with the help of selection variants. A selection variant consists of values for the selection, and of attributes of the selection values. You can assign the following field attributes for the selection values: Protected The value you have defined for this field cannot be overwritten in the application.

Invisible The field is suppressed in the display of the selection variant.

Variable Using this indicator, you can define a variable for a field. For example, the variable could be a selection rule you defined. At runtime, the system enters this values in the field.

(C) SAP AG AC350 4-18

© SAP AG 1999

Differences between Orders and Projects

Model orderBudget profilePlan profileSettlement profile

Investment profile Capitalization key

Project Profile

Investment profileInterest profileBudget profilePlan profile

Capitalization key

Settlement profile

Internal Orders Projects

Order Type

Budget profile

Settlement profile

Maintenance Orders

Autom. assignmentto inv. program

Cost estim. version

Investment profile

Order Type

All central control parameters for projects are in the project profile. For internal orders, you find part of the system settings in the order type, the rest in the model order, which is also assigned to an order type.

You cannot calculate interest for orders (they do not have an interest profile). When deciding whether to manage your investments as internal orders or projects, keep in mind the following: Only projects can offer a hierarchical structure of the objects carrying costs. Orders are always one-dimensional, meaning, for example, that is not possible to distribute budget amounts from the top down to a number of orders.

Integration with networks and with logistics functions is only possible for projects. Therefore, capacity and resource planning, for example, are not possible on internal orders.

The central control parameter for maintenance orders is the order type (not model orders). For blanket cost planning, you need cost estimate versions. Detailed cost planning is made on the basis of maintenance task lists.

(C) SAP AG AC350 4-19

© SAP AG 1999

Define project profiles and investment profiles

Define plan and budget profiles and make settings for availability control

Define allocation structures and source structures, along with settlement profiles

Set up statistical budget monitoring

Define tolerance limits

Explain the differences between Customizingsettings for investment projects and investment orders


Projects as Investment Measures: Unit Summary

(C) SAP AG AC350 4-20

Projects as Investment Measures Exercises

Unit: Projects as Investment Measures Topic: Processing of Measures, and the Customizing Steps Necessary


• Define Customizing settings needed for master data maintenance of investment measures (using projects as an example)

• Make Customizing settings required for automatic settlement, and carry out settlement in the application

You want to carry out further processing of approved appropriation requests in your enterprise. This further processing takes place in the form of investment projects. At the same time, you want to include these investments in your investment planning and budgeting. Periodic settlement of investment measures, and final settlement at completion, should both take place automatically, as for as possible.

First make the necessary settings in Customizing, and then create an appropriate investment measure in the system. You create the project from within the appropriation request. Then settle your investment measure.


1-1 In this exercise, you make the necessary Customizing settings for using projects as investment measures. Follow these steps in Customizing:

1-1-1 First you define an asset class for assets under construction that are created automatically. Use the existing asset class 4001 as a reference. Goto Customizing for projects as investment measures. Choose

Menu path:

Master Data → Assets under Construction → Define Asset Classes

Choose Define Asset Classes. Select asset class 4001 and choose Edit → Copy as. Enter the key T0XX. In the Status of AuC group box, set the status of the asset under construction to Investment measure. Choose Enter. Save.

1-1-2 Now define a project profile using profile 9001 as a reference.

Enter T0000XX as the key for your project profile . Remove capitalization key 1000 (in the Results analysis key field) on the Controlling tab page. Choose

(C) SAP AG AC350 4-21

Enter. Save. Go to Customizing for appropriation requests. Choose

Menu path:


In the detail screen for your appropriation request type, enter your project profile T0000XX (under the heading Allowed measures). Save.

1-1-3 After that you define an investment profile and assign it to the project profile. Return to Customizing for investment projects.

Choose Define Investment Profile. Choose the New entries function and create investment profile T000XX.

• Enter your asset class T0XX as the default asset class for investment measures.

• Set the Manage AuC and Summary settlement indicators.

Save. In the same Customizing path, now assign your investment profile to your project profile T0000XX. Save.

1-1-4 You now create a budget profile, so that you can budget your project later.

Select budget profile 000001 and choose Edit → Copy as. Enter T000XX as the key for your budget profile. Choose Enter, adopting all other values. Save. In the same Customizing path, assign your budget profile to your project profile. Save.

1-1-5 Go to Customizing for investment programs.

Assign your program type T0XX to your budget profile T000XX. Save. Then choose Store Budget Profile in Project Profile and check your assignment.

1-1-6 Now check the settlement parameters for your investment project. Go to Customizing for investment projects. Choose

Menu path:

Settlement → Maintain Settlement Profile / Maintain Allocation Structures / Maintain Source Structure Look at the Customizing settings of

• Settlement profile PS50

• Allocation structure IM

• Source structure I1

Pay particular attention to the allowed receivers of settlement profile PS50, as well as the source assignments in the source structure. Find out about the settlement cost elements in the allocation structure. Choose

Menu path:

Maintain Settlement Profile → Assign Settlement Profile to Project Profile

(C) SAP AG AC350 4-22

Check the assignment of settlement profile PS50 to your project profile T0000XX.

2-1 You process investment measures in the application using the steps below:

2-1-1 Generate a project from your approved appropriation request.

Enter the number of your appropriation request. Choose the Measures/assets tab page. Choose the Create WBS element function. In the dialog box that appears, enter the following data:


Project definition p-00XX

WBS element p-00XX

Project profile T0000XX (This is necessary since you didn’t enter the project profile in the appropriation request type until after the approval of the appropriation request.)

Choose Enter. Release your appropriation request. Save.

2-1-2 Budget your investment program and distribute the budget to the project you just created. From the SAP Easy Access menu for investment programs

Enter the following values for your investment program, T-IDESXX, current year:

Program position Overall Current year Current year +1

3 Production 100,000 50,000 50,000

3 Administration

4 Buildings 1,100,000 600,000 500,000

4 Fixtures & Fittings 200,000 100,000 100,000

Roll up both the overall values and the annual values. Save. Distribute the budget to your project. Distribute the overall value and the annual values completely to the WBS element. Save.

2-1-3 In this exercise, you release your WBS element and then make a G/L account posting and post internal activity allocation.

Then release your WBS element.

Enter a G/L account posting. Choose

Menu path:

Accounting → Financial Accounting → General Ledger → Document Entry → G/L Account Posting

(C) SAP AG AC350 4-23

If the system requests a company code, enter 1000. Enter the following data:


Document date Today’s date

Posting date Today’s date

In the lower part of the screen, enter the following data:

G/L account D/C Amount Tax code WBS element

400000 Debit 10,000 V0 p-00XX

113100 Credit 10,000

Save.

Go to the SAP Easy Access menu for investment projects. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Actual Postings → Activity Allocation → Enter

Choose the WBS element/order screen variant, and enter the following data: Enter sending cost center 4100, activity type 1410, activity consumption (quantity) 20, and your receiving WBS element. Choose Enter. Post the document (save).

2-1-4 Return to the Project Builder. Enter your project. Create the completed asset, to which settlement will take place. Select your top WBS element, and choose

Menu path:

Edit → WBS element → Investment programs → Create completed asset

Enter asset class 1100. Choose Enter. Choose Edit → Costs → Settlement rule to reach the settlement rule. Check to see if the newly created asset is entered as a receiver of overhead. Save.

Return to the settlement rule. Choose Goto → Settlement parameters and enter source structure I1. Go back and enter a settlement rule for periodic settlement with the following data:


Category CTR (cost center)

Settlement receivers 1000

% 20

Settlement type PRE

Source assignment INT

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Go back and save.

(C) SAP AG AC350 4-25

2-1-5 Now settle your project. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Period-End Closing → Single Functions → Settlement → Individual Processing



Project definition P-00XX

Settlement period Current period

Posting period Current period

Processing type Partial capitalization

First carry out a test run, and then carry out an update run.

(C) SAP AG AC350 4-26

Projects as Investment Measures Solutions

Unit: Projects as Investment Measures Topic: Processing of Measures, and the Customizing Steps Necessary

1-1 In this exercise, you make the necessary Customizing settings for using projects as investment measures. Follow these steps in Customizing:

1-1-1 First you define an asset class for assets under construction that are created automatically. Use the existing asset class 4001 as a reference. Goto Customizing for projects as investment measures. Choose

Menu path:

Master Data → Assets under Construction → Define Asset Classes

Choose Define Asset Classes. Select asset class 4001 and choose Edit → Copy as. Enter the key T0XX. In the Status of AuC group box, set the status of the asset under construction to Investment measure. Choose Enter. Save.

1-1-2 Now define a project profile using profile 9001 as a reference. Choose

Menu path:

Master Data → WBS Elements→ Define Project Profile

Select profile 9001 and choose Edit → Copy as. Enter T0000XX as the key for your project profile . Remove capitalization key 1000 (in the Results analysis key field) on the Controlling tab page. Choose Enter. Save. Go to Customizing for appropriation requests. Choose

Menu path:


Double click on your appropriation request type #1. In the detail screen for your appropriation request type, enter your project profile T0000XX (under the heading Allowed measures). Save.

1-1-3 After that you define an investment profile and assign it to the project profile. Return to Customizing for investment projects. Choose

Menu path:

Master Data → Define Investment Profile

Choose Define Investment Profile. Choose the New entries function and create investment profile T000XX.

(C) SAP AG AC350 4-27

• Enter your asset class T0XX as the default asset class for investment measures.

• Set the Manage AuC and Summary settlement indicators.

Save. In the same Customizing path, now assign your investment profile to your project profile T0000XX. Save.

1-1-4 You now create a budget profile, so that you can budget your project later. Choose

Menu path:

Planning and Budgeting → Maintain Budget Profile

Choose Define Budget Profile. Select budget profile 000001 and choose Edit → Copy as. Enter T000XX as the key for your budget profile. Choose Enter, adopting all other values. Save. In the same Customizing path, assign your budget profile to your project profile. Save.

1-1-5 Go to Customizing for investment programs. Choose

Menu path:

Budgeting in Program → Budget Distribution to Investment Measures → Control of Project Budget via Budget Profile/Program Type → Specify Program Type in Budget Profile Assign your program type T0XX to your budget profile T000XX. Save. Choose Store Budget Profile in Project Profile and check your assignment.

1-1-6 Now check the settlement parameters for your investment project. Go to Customizing for investment projects. Choose

Menu path:

Settlement → Maintain Settlement Profile / Maintain Allocation Structures / Maintain Source Structure Look at the Customizing settings of

• Settlement profile PS50

• Allocation structure IM

• Source structure I1

Pay particular attention to the allowed receivers of settlement profile PS50, as well as the source assignments in the source structure. Find out about the settlement cost elements in the allocation structure. Choose

Menu path:

Maintain Settlement Profile → Assign Settlement Profile to Project Profile

Check the assignment of settlement profile PS50 to your project profile T0000XX.


(C) SAP AG AC350 4-28

2-1-1 Generate a project from your approved appropriation request. Choose

Menu path:

Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Change

Enter the number of your appropriation request. Choose the Measures/assets tab page. Choose the Create WBS element function. In the dialog box that appears, enter the following data:


Project definition p-00XX

WBS element p-00XX

Project profile T0000XX (This is necessary since you didn’t enter the project profile in the appropriation request type until after the approval of the appropriation request.)

Choose Enter. On the Control data tab page, release your appropriation request. Save.

2-1-2 Budget your investment program and distribute the budget to the project you just created. From the SAP Easy Access menu for investment programs Choose

Menu path:

Budgeting → Edit Original

Enter the following values for your investment program, T-IDESXX, current year:

Program position Overall Current year Current year +1

3 Production 100,000 50,000 50,000

3 Administration

4 Buildings 1,100,000 600,000 500,000

4 Fixtures & Fittings 200,000 100,000 100,000

Choose Edit → Total up and roll up both the overall values and the annual values. Save. Then choose

Menu path:

Budgeting → Budget Distribution → Edit

Enter your investment program and the approval year (current year). Choose Execute. Distribute the overall value and the annual values completely to the WBS element. Save.

(C) SAP AG AC350 4-29

2-1-3 In this exercise, you release your WBS element and then make a G/L account posting and post internal activity allocation. Release your WBS element.

Menu path:

Accounting → Investment Management → Investment Projects → Master Data → Project Builder

Confirm all messages that appear. Open the Project Builder and enter your project (p-00XX). Release it by choosing Edit → Status → Release. Save.

Enter a G/L account posting. Choose

Menu path:

Accounting → Financial Accounting → General Ledger → Document Entry → G/L Account Posting

If the system requests a company code, enter 1000. Enter the following data:


Document date Today’s date

Posting date Today’s date

In the lower part of the screen, enter the following data:

G/L account D/C Amount Tax code WBS element

400000 Debit 10,000 V0 p-00XX

113100 Credit 10,000

Save.

Go to the SAP Easy Access menu for investment projects. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Actual Postings → Activity Allocation → Enter

Choose the WBS element/order screen variant, and enter the following data: Enter sending cost center 4100, activity type 1410, activity consumption (quantity) 20, and your receiving WBS element. Choose Enter. Post the document (save).

2-1-4 Return to the Project Builder. Enter your project. Create the completed asset, to which settlement will take place. Select your top WBS element, and choose

Menu path:

Edit → WBS element → Investment programs → Create completed asset

(C) SAP AG AC350 4-30

Enter asset class 1100. Choose Enter. Choose Edit → Costs → Settlement rule to reach the settlement rule. Check to see if the newly created asset is entered as a receiver of overhead. Choose Back and save.

Return to the settlement rule. Choose Goto → Settlement parameters and enter source structure I1. Go back and enter a settlement rule for periodic settlement with the following data:


Category CTR (cost center)

Settlement receivers 1000

% 20

Settlement type PRE

Source assignment INT

Go back and save.

2-1-5 Now settle your project. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Period-End Closing → Single Functions → Settlement → Individual Processing



Project definition P-00XX

Settlement period Current period

Posting period Current period

Processing type Partial capitalization

First carry out a test run, and then carry out an update run.

(C) SAP AG AC350 4-31

Appendix: Investment Projects

1-1 Customizing paths for investment projects:

1-1-1 Define asset classes: Customizing for Investment Projects: Master Data → Assets under Construction → Define Asset Classes

1-1-2 Define project profile and enter it in the appropriation request type: Master Data → WBS Elements → Define Project Profile Appropriation Requests Customizing: Master Data → Control Data → Define Appropriation Request Types

1-1-3 Define investment profiles: Master Data → Define Investment Profile / Define Investment Profile/Project Profile Assignment

1-1-4 Define plan and budget profiles: Planning and Budgeting → Maintain Planning Profile or Maintain Budget Profile Assign Planning Profile to Project Profile

1-1-5 Specify budget distribution to investment measures: Customizing for Investment Programs: Budgeting in Program → Budget Distribution to Investment Measures → Control of Project Budget via Budget Profile/Program Type → Specify Program Type in Budget Profile or Specify Budget Profile in Project Profile

1-1-6 Configure settlement: Settlement → Maintain Settlement Profile / Maintain Allocation Structures / Maintain Source Structure Assign Settlement Profile to a Project Profile

(C) SAP AG AC350 4-32


2-1-1 Create investment projects from appropriation requests and replace the appropriation request with a measure: Application menu for appropriation requests (depends on the measure used): Edit Appropriation Requests → Change → Measures/Assets, choose the Create WBS element function. Then choose the Control Data tab page. Then choose menu path Edit → Status → Replace w/ measure

2-1-2 Set up budget distribution Application menu for investment programs: Budgeting → Budget Distribution → Edit

Actual postings on investment project (Accounts Payable and internal activity allocation): Application menu for Accounts Payable: Document Entry → Invoice Application menu for Investment Projects: Actual Postings → Activity Allocation → Enter

2-1-3 Settle investment project: Application menu for Investment Projects: Period-End Closing → Single Functions → Settlement → Individual Processing


© SAP AG 1999

In this unit, the system settings needed for using theInvestment Management Information System are explained.

Contents:

Information System


© SAP AG 1999

Create and change area menus

Define status selection profiles

Work with drilldown reports and forms

Use the summarization database


Information System: Unit Objectives


© SAP AG 1999


Investment Measure

WBS elem./Order

Asset u.Const.

C

Stmt.


IM

AAAAPSPM

CO

Cost center



Inv. Program

Asset

Equipment


AA

IM


Settlement


Plan Costs



IM

IM

MM PP

PM

CO

Acquisitions

Budget

Plan CostsActual


APC

Actual


© SAP AG 1999

ZZIM Customer area menu(change, delete, add)

ZZIM Customer area menu(change, delete, add)

Area Menus

Investment Management IMFA

Appropriation Requests IMFR

Investment Management IMFA

Appropriation Requests IMFR

Copy

Assignmentto arole

Values and Totals

Master Data Lists

App. Req. w/o Distrib., w/o Variants

App. Req. with Distrib., w/o Variants

App. Req. w/o Distrib., with Variants

App. Req. with Distrib., with Variants

Reports on Appropriation Requests

+

-

Values and Totals

Master Data Lists for Approp. Requests

App. Req. w/o Distrib., w/o Variants

App. Req. with Distrib., w/o Variants

App. Req. w/o Distrib., with Variants

Reports on Appropriation Requests

+

-

In Investment Management, the following two area menus are supplied in the standard system for the IM Information System: IMFA and IMFR.

To copy area menus, choose the following in the menu: Tools -> ABAP Workbench -> Development -> Other Tools -> Area Menus

To assign an area menu to a role, choose: Tools -> Accelerated SAP -> Personalization -> Role-Based Menus


© SAP AG 1999

FormsFormsKey Figures Characteristics

Mail ExcelMicrosoft Word

CreateChangeExecute

Drilldown Report

...

ListsListsGraphics Graphics Navigation/Navigation/DrilldownDrilldown

Architecture of Drilldown

The Information System for Investment Management is based on drilldown reporting in the R/3 System. When defining drilldowns, you can use characteristics, key figures and forms. The drilldown outputs interactive lists, available at various different levels, that you can display onscreen. These reports can also be printed, transferred to Excel, or stored in a file.

The basis for all drilldown reports for investment programs is a Dictionary structure that defines the characteristics (such as program positions, measures) and key figures (such as distributable overall values) that are allowed. Using this Dictionary structure as a foundation, you can define your own specific drilldowns.

When you define your own drilldowns, it is recommended that you use a similar standard drilldown as a reference. At the minimum, you should copy the form belonging to a standard drilldown, and use this form as the basis for structuring your own drilldown.

Drilldown definitions are client-specific. There is a special function provided in the Implementation Guide for investment programs (under Information System) for transporting drilldown reports between clients and between systems.

Note: For more detailed information, see the SAP library documentation on drilldowns.


© SAP AG 1999

Excel

Graphics

Print

Report Portfolio

Mail

Call Reports

Currency Translation

MS Word

Hierarchies

Functions in Drilldown Reports

Drilldown functions are divided into three groups, so that different users have access to the different function levels, based on their information needs and their particular responsibilities.

Level 1 includes the basic drilldown functions, as well as the link to SAP Mail. This level is for those users who do not need the full functions of drilldowns.

Level 2 includes the remaining drilldown functions, the link to MS Excel, graphic functions and PC download.

All functions includes, in addition to the above, the functions for print formatting, saving reports, and defining exceptions. This level is for users who maintain drilldown reports and set up print formatting in addition to requiring the full drilldown functions.

You can enter these function levels in the given user parameters using the following parameters: RLV 0 (all), RLV 1 (level 1) and RLV 2 (level 2).

Each function level is subject to an authorization check.


© SAP AG 1999

Definition of a Form

Definition of form:

Drilldown definition:Char. selection: ObjectVariable: Fiscal year

Lead column

Overl Meas. Budget

Meas. Budg. to &1YTMeas. Budg.&1YFMeas. Budg.&1YFMeas. Budg.&1YF

Total Annual Budg.

xxx,xxx,xxx

xxx,xxx,xxxxxx,xxx,xxxxxx,xxx,xxxxxx,xxx,xxx

xxx,xxx,xxx

Row: Key figure

Overl vals in inv.prog.currcyX

Column: Spec. charact.

Value typeX

Charact. values:

Budget41

Overall/Annual Budget Values of Measures

Extras -> Drilldown display

Select rows/columns:Lead column OverallOverall . . .

In the form, you define the layout for the list you want to create. The basic screen for the form corresponds to the detail screen of the later list output.

For each row and column of the form, you have to specify the key figure that should be output (double click).

You have to narrow down the key figure by entering characteristics and their characteristic values. In IM drilldowns you always need the value type charactericstic for further specifying the key figures.

You define the drilldown list (initial list screen in IM standard drilldowns) by choosing Extras -> Drilldown list. There you specify the rows and columns of the detail list that you want to display as columns in the drilldown list.

Do not change the standard forms. Instead, copy and modify a standard form in order to create your own drilldown.


© SAP AG 1999

Output of Drilldown (Drilldown and Detail List)

Overall/Annual Budget Values of Measures

Drilldown List:Object

- 1.1AdministrationPharmaTraining-

--

. . .

Overall 1999 2000

WBS IM1001WBS IM1002-

-

Detail list:Lead column

Overl Meas. Budget

Meas. Budg. to 1999Meas. Budg. 2000Meas. Budg. 2001Meas. Budg. 2002

Total Annual Budg.

5,000

1,0002,500

5000

3,500

14,00020,00010,0005,0004,000

44,000

The standard drilldown reports in the IM component initially display a drilldown list. From this list, you can use navigation functions on each row to reach a detail list for that row. When you define new drilldowns, the system diplays the detail list in the initial screen as a default.

In the drilldown list, you have an overview of the selected objects (for example, program positions). In the columns of the object rows, you are offered a selection of the key figures for the form (for example, overall value).

You select the drilldown characteristics (that is, the characteristics whose characteristic values you want to use to navigate in the report) when you define the report.

When there are several drilldown characteristics (such as various organizational units) the system first displays the drilldown characteristic with the highest sort number. From there you can analyze additional drilldown characteristics.

In the detail list, you see the columns defined in the form. The detail list shows the selected key figures (such as overall value) for a given characteristic value (for example, the characteristic value type with the characteristic value plan values).


© SAP AG 1999

AppropriationAppropriationrequestsrequests

ProjectsProjects

OrdersOrders

Rea

son

for I

nv.

Rep

lcm

tR

atio

nal-

izat

ion

Exp

ansi

on

1000 2000

Businessarea

Company code

PlasticsPaints

Cosmetics

Report Company code: 2000 Report Company code: 3000 Reason for investment: Rationalization

11 22

Profit centerReason for Inv....

Invest LandCompany codeBusiness areaInv. prog. positionMeasure

InvInv..programprogram

3000

Rea

son

for I

nv.

Rep

lcm

tR

atio

nal-

izat

ion

Exp

ansi

on

1000 2000

Company code

3000 1000 2000

Company code

3000Rea

son

for I

nv.

Rep

lcm

tR

atio

nal-

izat

ion

Exp

ansi

onBusinessarea

PlasticsPaints

Cosmetics

Businessarea

PlasticsPaints

Cosmetics

Drilldown Characteristics

Sort characteristics

Drilldown Characteristics

On the basis of the drilldown characteristics in the drilldown definition, the system selects the data from the IM database.

Most standard drilldowns in Investment Management use only the object characteristic. As a result of using this characteristic, the entire program hierarchy (including its measures) is displayed in the drilldown list.

If you enter several drilldown characteristics (for example, three), the system selects a data cube. You can specify the sort sequence of the drilldown characteristics in the drilldown definition.

You can navigate using these characteristics in the report display.

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© SAP AG 1999

Create drilldown report

ReportWith form

Copy from CREATE

VariablesVariablename

Variablevalue

Entry atexecution

Choose characteristicsObjectInvProgPositionMeasure...

Lead column

Overl Meas. Budget

Meas. Budg. to &1YTMeas. Budg.&1YFMeas. Budg.&1YFMeas. Budg.&1YF

Total Annual Budg.

xxx,xxx,xxx

xxx,xxx,xxxxxx,xxx,xxxxxx,xxx,xxxxxx,xxx,xxx

xxx,xxx,xxx

Forms in the Drilldown Definition

When you create a drilldown, you have to enter a form for the list output. As the second step, you enter default values for global variables that you want to use in the form. All of the necessary variables for investment programs are predefined in the standard system (for example, fiscal year). Using this method, you have the option of defining drilldowns that display annual values, without having to change the definition of their form each year.

As the last step, you specify the drilldown characteristics of the drilldown.

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© SAP AG 1999

Status selection profile SAPIMM1

REL BUDG. . .

StatusReleased Budgeted

active activeand

DrilldownsFiscal year changeRollup plan values

Status selection profile:SAPIMM1

X

User status profile

Investment MeasureControl

System statusUser status

REL

BUDG

or

IM0001 . .

Status Selection Profile

You can enter a status selection profile while performing certain tasks in IM. These tasks are: calling drilldowns for investment programs, the fiscal year change for investment programs and the rollup of plan values from investment measures. When you enter a status selection profile, the system only carries out the task on investment measures that have the status specified.

You can define any number of status selection profiles in Customizing. In a status selection profile, you can include both system statuses as well as user statuses. Using Boolean logic, you can link together status settings that are defined in a status selection profile. You can also set a 'state' for the status. The system then selects according to this state.

If you set the active state, the system searches only for objects in which the status entered is active at that moment.

If you set inactive, the system searches only for objects in which the status entered is inactive at that moment.

If you set never active, the system searches only for objects in which the status entered was never active.

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SummarizationSummarization DBDBVersion 1Version 1

Overall InvestmentsPlan Budget Distrib.1500 1200 1000

500 300Bus. area 1

400 300Bus. area 3

600 400Bus. area 2

350

Summarizationcharacteristics:

Position ID

Measures

App. requests

Company...

StructuresValuesEntities

perio

dic

-

Information System with Summarization

The Information System for investment programs consists of two parts. There are the drilldown reports for the normal database of one system or client. Along with these, there are also drilldown reports that access a summarization database.

The summarization database makes it possible for you to update and report on a summarized dataset for an investment program and its dependent appropriation requests and measures.

You specify in Customizing which characteristics should not be summarized. The summarization has the following advantages:

The drilldown reports that access the summarized dataset have better performance than unsummarized reports.

Data from multiple local systems can be imported into the summarization database. These local systems can be SAP R/3 Systems, SAP R/2 Systems or non-SAP systems.

You can manage different versions of the summarization database. You can thereby manage "snapshots" of the investment data of your enterprise. Using versions, you can create a sequence showing the data on the investments in your enterprise over time (even if the objects to be reported on have already been deleted from the system).

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Summarization DBVersion 1

Online Online DBDB

Prog.structure

ClientEntities

Values

copy

Snapshots. . .

3/1/YYYY

Summarization within a Client

The data in the summarization database can come from differing sources: From the same system or client in which the operative investment program is managed From distributed local systems

Depending on the source of the summarization data, there are different system functions for transferring the data to the summarization database.

If the summarization data comes from the same client or R/3 System as the client or system in which the summarization database is managed, you can copy the program structure and its values and entities directly to the summarization database (without using download/upload).

Using summarization databases within one client increases reporting performance and makes it possible to store "snapshots" of your data using summarization versions.

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BAPI (Program pos.)

Central R/3 System

InformationSystem

InvestmentInvestmentprogramprogram

Output to file

Local R/3 System

InvestmentInvestmentprogramprogram

Local R/2 System Local Non-SAP system

ProjectsOrders Projects Projects

Orders

Program Program positionspositions

Program Program positionspositions

Values/Entities

Summarization from Local Systems

Import from file

BAPI (Program pos.)

Transferwith name conversion

If the summarization database is supplied with values from other R/3 Systems, then you have to first export the data to a file (output to file). Then you can import the data to the central system and summarize it there (import from file).

Or the data could come from an SAP R/2 RK-P System. In this case, there is a data retrieval program you can use to select data from the relevant projects. The program then writes the data to the summarization database in the R/3 System. You can also assign a project in SAP R/2 RK-P to an investment program position in the reporting system. You can either assign the project directly, or by means of an appropriation request.

For copying investment program positions from a central R/3 System to an R/2 System or a non-SAP system, you can use the BAPI_INVPROGRAM_GET_LEAVES function module.

There are interfaces for updating data that comes from external, non-SAP systems.

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- Programs from Summ.DB-

Information System

Plan from measures

Plan from measures

Report selections

Group sum-marization

Summarizationversion

Charact. Detail Disp.

Position IDApp. requestsMeasures. . .

IM_01 Group sum-marization Scales

SmallMediumLarge

X

X

Detail Disp.IM1IM2IM3

ProgramPositionApp.year

IM_01. . .

. . .

Customizing

Summarization Versions and Characteristics

The system identifies a summarization database using the summarization version. You can define any number of summarization versions in Customizing. When you start a drilldown report that evaluates data in a summarization database, you identify the summarization database by entering the summarization version.

The system achieves the summarization by summarizing using specific characteristics, rather than storing all characteristics and all characteristic values of the investment program. You specify in Customizing which characteristics the system should summarize in the summarization database, and which should be left unsummarized.

For example, if you want to create reports using the summarization database that only have to do with organizational units, you do not have to store investment data at the object level. Instead, you summarize using the characteristics "investment program position," "appropriation request," and "measure."

If you manage the characteristics "appropriation request" or "measure" in the summarization database in detail display form (meaning that the data are not summarized), then you can specify in Customizing that objects that have a certain scale are summarized anyway. Using this method, you can exclude measures and appropriation requests that have an insignificant value from summarization reporting. At the same time you benefit from a detail display of more important measures and appropriation requests.

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Create and change area menus

Define status selection profiles

Work with drilldown reports and forms

Use the summarization database


Information System: Unit Summary

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Information System Exercises

Unit: Information System Topic: Modification of Standard Drilldowns and Summarization Reporting


• Modify standard drilldowns to reflect your needs

• Build a summarization database

As part of the analysis of reporting requirements in your enterprise, you establish that the standard drilldown reports in the IM Information System do not fully meet your needs. You discover that down payments made are not shown in the list display for Budget Availability in Program. Therefore, you want to modify the standard drilldown accordingly.

In addition, you are concerned that performance problems could arise during frequent calls of drilldowns, due to the large operative data volume in your enterprise. Therefore, you wish to use a summarization database.


1-1 In this exercise, you modify a standard drilldown report.

1-1-1 Go to reporting for investment programs. Choose

Menu path:

Accounting → Investment Management → Programs → Information System → Investment Management Reports → Programs - Current Data → Availability → Budget Availability in Program.

Start the report using your investment program.

1-1-2 Now you modify the report you just called. Open a new session, and go to Customizing for investment programs. Choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Display Drilldown Reports Enter report ‘131BUDGAVPR,’ choose Display and choose Extras to reach the Report parameters.

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1-1-3 Copy the form that belongs to this report to the new name, T-000XX, so that you can change the form later.

Enter form ‘131BUDGAVPR’ and choose Form → Copy. Enter T-000XX as the new name for the form. When you choose Enter, your copy is saved.

1-1-4 In the change transaction for forms, enter T-000XX and choose Change. Choose Extras → Drilldown Display → Undo selection. Place the cursor on the header row of the ‘Assign. %’ column and choose Edit → Delete. Place the cursor on the header row directly before the last column. Choose Edit → Element → Insert element. In the first dialog box, select Characteristics, in the second dialog box Value type, and then value type 12 for down payment. Choose Enter. Choose Extras → Drilldown display→ Select rows/columns. Select the following columns: ‘Budg.Prog’, ‘Actual’, ‘Commitment’ and ‘Down payments’ along with the following rows: ‘Overall’, rows ‘To &1YF’ to ‘&1YF and following’ and ‘Total of years.’ Select by placing the cursor on the text and choosing the Select/deselect function. Choose Save selections. Choose Enter and save.

1-1-5 Now create a report using the form you changed.

Enter T-000XX as the report name. Enter a description and your form T-000XX, and choose Create. In the transaction for creating the drilldown report, choose the Characteristics tab page. Select the Object and Person responsible characteristics (found in characteristics list). Then adopt these characteristics by choosing the arrow pointing left. On the Output type tab page, set the Classic drilldown indicator and the Basic List: D-down indicator. Save.

1-1-6 Start your modified drilldown. Choose Execute.

2-1 Create a summarized dataset and use it for reporting:


Menu path:

Information System → Information System Using Summarization → Define Summarization Versions Choose New entries. Enter key TXX and a short description and save. Return to the IMG hierarchy and choose Choose Characteristics for Detail Display. Here you can decide which characteristics should be considered during summarization: Deselect the Appropriation request and Measure fields. Save.

2-1-2 Now summarize your investment program. First copy your program T-IDESXX to your own client.

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Enter your investment program, your approval year and your summarization version. Start the report. The system now replicates the current hierarchy in the summarization database. Choose Periodic Processing → Summarization → In Your Own Client → Copy Entities. Enter your investment program and your approval year. Select the entities that you want to replicate in the summarization database (all entities except measures and appropriation requests). Start the report. Now summarize the values. Enter your investment program, your approval year and your summarization version. Select all plan value types for the summarization (overall values and annual values). Enter a fiscal year up to which you wish to report. Start the report.

2-1-3 From the SAP Easy Access menu for investment programs choose Periodic Processing → Summarization → Overview. Enter your investment program, your approval year and your summarization version. Start the report.

2-1-4 In the SAP Easy Access menu for investment programs, choose Information System → Investment Management Reports → Programs – Summarization Database → Planned Values. Start the ‘Plan in Program, Approp. Request, Measures’ report. In the initial screen of the drilldown, enter your summarization version.

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Information System Solutions

Unit: Information System Topic: Modification of Standard Drilldowns and Summarization Reporting

1-1 In this exercise, you modify a standard drilldown report.

1-1-1 Go to reporting for investment programs. Choose

Menu path:

Accounting → Investment Management → Programs → Information System → Investment Management Reports → Programs - Current Data → Availability → Budget Availability in Program.

Start the report using your investment program.

1-1-2 Now you modify the report you just called. Open a new session, and go to Customizing for investment programs. Choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Display Drilldown Reports

Enter report 131BUDGAVPR. Choose Display and then choose Extras → Report parameters.

1-1-3 Copy the form that belongs to this report to the new name, T-000XX, so that you can change the form later. There are two ways to do this: In the report parameters, choose the Display form function, and then choose Form → Change or From Customizing for investment programs, choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Forms → Change Form

Enter form 131BUDGAVPR and choose Form → Copy. Enter T-000XX as the new name for the form. When you choose Enter, your copy is saved.

1-1-4 In the change transaction for forms, enter T-000XX and choose Change. Choose Extras → Drilldown Display → Undo selection. Place the cursor on the header row of the ‘Assign. %’ column and choose Edit → Delete. Place the cursor on the header row directly before the last column. Choose Edit

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→ Element → Insert element. In the first dialog box, select Characteristics, in the second dialog box Value type, and then value type 12 for down payment. Choose Enter. Choose Extras → Drilldown display→ Select rows/columns. Select the following columns: ‘Budg.Prog’, ‘Actual’, ‘Commitment’ and ‘Down payments’ along with the following rows: ‘Overall’, rows ‘To &1YF’ to ‘&1YF and following’ and ‘Total of years.’ Select by placing the cursor on the text and choosing the Select/deselect function. Choose Save selections. Choose Enter and save.

1-1-5 Now create a report using the form you changed. Choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Create Drilldown Reports Enter T-000XX as the report name. Enter a description and your form T-000XX, and choose Create. In the transaction for creating the drilldown report, choose the Characteristics tab page. Select the Object and Person responsible characteristics (found in characteristics list). Then adopt these characteristics by choosing the arrow pointing left. On the Output type tab page, set the Classic drilldown indicator and the Basic List: D-down indicator. Save.

1-1-6 Start your modified drilldown. Choose Execute.

2-1 Create a summarized dataset and use it for reporting:


Menu path:

Information System → Information System Using Summarization → Define Summarization Versions

Choose New entries. Enter key TXX and a short description and save. Return to the IMG hierarchy and choose Choose Characteristics for Detail Display. Here you can decide which characteristics should be considered during summarization: Deselect the Appropriation request and Measure fields. Save.

2-1-2 Now summarize your investment program. Choose

Menu path:

Accounting → Investment Management → Programs → Periodic Processing → Summarization → In Your Own Client → Copy Program

Enter your investment program, your approval year and your summarization version. Start the report. The system now replicates the current hierarchy in the summarization database.

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Choose Periodic Processing → Summarization → In Your Own Client → Copy Entities. Enter your investment program and your approval year. Select the entities that you want to replicate in the summarization database (all entities except measures and appropriation requests). Start the report. Choose Periodic Processing → Summarization → In Your Own Client → Summarize Values. Enter your investment program, your approval year and your summarization version. Select all plan value types for the summarization (overall values and annual values). Enter a fiscal year up to which you wish to report. Start the report.

2-1-3 From the SAP Easy Access menu for investment programs choose Periodic Processing → Summarization → Overview. Enter your investment program, your approval year and your summarization version. Start the report.

2-1-4 In the SAP Easy Access menu for investment programs, choose Information System → Investment Management Reports → Programs – Summarization Database → Planned Values. Start the ‘Plan in Program, Approp. Request, Measures’ report. In the initial screen of the drilldown, enter your summarization version.

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Appendix: Drilldowns

1-1 Customizing for the modification of existing drilldown reports:

1-1-1 Determine form name for a drilldown: Customizing for Investment Programs: Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Display Drilldown Reports, then Extras → Report parameters

1-1-2 Copy a form: Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Forms → Change Form, then Form → Copy

1-1-3 Modify a form: Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Forms → Change Form

1-1-4 Enter modified form in drilldown and modify drilldown: Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Create Drilldown Reports. Enter your form and choose Create.

2-1 Customizing settings for summarization:

2-1-1 Define summarization version: Customizing for Investment Programs: Information System Using Summarization → Define Summarization Versions or Choose Characteristics for Detail Display

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3-1 Working with summarization from the application menu:

3-1-1 Summarization within one client: Application menu for investment programs: Periodic processing → Summarization → In your own client → Copy program Periodic processing → Summarization → In your own client → Copy entities Periodic processing → Summarization → In your own client → Summarize values Periodic processing → Summarization → Overview Info system → Report selection. Start a drilldown, entering your summarization version.


© SAP AG 1999

Conclusion

This course will prepare you to:

make the required Customizing settings for usinginvestment programs, appropriation requests, investment measures (orders and projects) and the Information System.


© SAP AG 1999

Recommended Follow-up Activities

Repeat the exercises using IDES data or your own data.

For more information on the most recent developments (for customers and partners), refer to http://sapnet.sap.com/im

Read the on-line documentation.

Read IMG documentation.

Read release notes.

AC350 - System Configuration for Investment Management

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Transcript of AC350 - System Configuration for Investment Management