SELF-PACED USER GUIDE

Internal Orders

Project IRIS Change Management Team

Revised September 2004

Internal Orders

5/12/06 1

Table of Contents

1.0 Internal Orders ................................................................................. 3 2.0 Creating, Changing and Displaying Internal Orders..................... 4

2.1 Create Internal Order ............................................................................................ 4 2.1 Change and Display Internal Orders ................................................................ 8

3.0 Posting to Internal Orders............................................................. 10 3.1 Internal Orders on a Requisition ..................................................................... 10 3.2 Internal Orders on Non-PO Invoices (FB60), Internal Transfers (FB50) and Cash Deposits ........................................................................................................... 11 3.3 Internal Orders on Procurement Cards........................................................... 12

3.3.1 Changing the Fast entry screen template................................................ 12 3.3.2 Setting a Fast entry default template ....................................................... 13

3.4 Internal Orders with Payroll and Assets.......................................................... 15 4.0 Planning for Internal Orders.......................................................... 16

4.1 Overall Plans .................................................................................................. 16 4.1.1 Creating and Changing an Overall Plan .................................................. 17 4.1.2 Displaying the Overall Plan ..................................................................... 18

5.0 Redistributing Costs and Revenues to Internal Orders. ............ 19 5.1 Manual Reposting of Costs............................................................................. 20

5.1.1 Enter the Reposting Document ............................................................... 20 5.1.2 Display the Reposting Document ............................................................ 23 5.1.3 Reverse the Reposting ............................................................................ 24

5.2 Manual Reposting of Revenues...................................................................... 25 5.3 Interpreting the Reposting on Reports............................................................ 25

6.0 Internal Order Groups.................................................................... 26 6.1 Creating Order Groups ................................................................................... 27 6.2 Changing and Displaying Internal Order Groups ............................................ 29

7.0 Reporting on Internal Orders ........................................................ 30 7.1 General Report Information - Creating an Extract .......................................... 31 7.2 Order: Actual/Plan/Commitments ................................................................... 32 7.3 List Total Plan/Actual/Commitments............................................................... 35

8.0 How to List Internal Order Numbers on Line Item Reports........ 36 8.1 Showing Internal Order Numbers on Cost Center Documents ....................... 36 8.2 Showing Internal Order Numbers on WBS Element Documents .................... 39

10. Listing IO numbers by External Order Number .............................. 41 10.1 Selecting Internal Orders based on an External Order no.(s)............................ 41 10.2 Downloading the List to Excel ........................................................................... 43 10.3 Uploading a List to a Report Selection Screen .................................................. 45

11. Adding Internal Order Numbers During Workflow ......................... 47

Internal Orders

5/12/06 2

Appendix A – Sample IO Reports .......................................................... 50 A.1 Under the Plan/Actual Comparisons sub-folder .................................................. 50 A.1.2 Under the Additional Key Figures Subfolder .................................................. 51 A.3 Under the Actual/Actual Comparison sub-folder ................................................. 53 A.3 Under the More Reports sub-folder..................................................................... 55

Internal Orders

5/12/06 3

1.0 Internal Orders Internal orders can be used to create a subset of costs and/or revenues within a cost center or WBS element. The subsets can be reported upon separately from the main cost center or WBS element. They can be used to track faculty startup costs, individual staff expenditures, discrete projects within a larger overall project or anything that you need to track separately but do not want to have as a separate cost center or WBS element. In IRIS the Internal Order (IO) is completely within the discretion of the individual fund centers or departments. Departments can create them as needed. Each major organizational unit is assigned a specific order type and number range for the orders. Security for the orders is based on major organizational unit as determined by order type, which means that it is based at the major organizational unit level. All users within the organizational unit can see (and potentially post against) all Internal Orders within the same organizational unit. With the exception of payroll and requisitions purchasing assets, all expenditure and revenue document entry screens will allow for the entry of an internal order number at the same time you are creating the document for the cost center or WBS element so that duplicate entry will not be needed. For payroll transactions and the purchase of assets it will be necessary to use a separate transaction to cause those expenses to be distributed to an IO. Although budgeting is not possible in Internal Orders, a function called Planning is available. You can plan over multiple years for an overall amount. It is possible to create Internal Order groups and hierarchies that allow editing and reporting for multiple IOs that you wish to see together. Internal orders exist only in the Controlling/Project Systems module within IRIS. This means that you will not see internal orders on any reports in either the Financial or the Funds Management module.

Internal Orders

5/12/06 4

2.0 Creating, Changing and Displaying Internal Orders All of the transactions for creating, changing and displaying Internal Orders can be found following the menu path Accounting >> Controlling >> Internal Orders >> Master data >>Order.

2.1 Create Internal Order

Following the menu path above, under Order, the transaction KO01 – Create is used to create internal orders.

The initial screen is shown below.

The security for Internal Orders is based on the Major Organizational Unit. Each Unit has been assigned a separate order type. You can search for it by clicking on the matchcode box in the Order type field. You should choose the order type for your Major Organizational Unit. For example, everyone at the Martin campus would choose MART as the Internal Order type. The list is shown below.

Internal Orders

5/12/06 5

Choose the type for your major organizational unit by double clicking on the correct line. It will be transferred to the Order type field. The Order field in the Reference portion of the screen may be used if there is an existing order that is similar to the one you wish to create. If you enter an order number here, the information for that order will be transferred to the creation screens to be used or changed as you please. In the screens shown below, this field was left blank so that all fields needed to be entered. After entering the Order type, and the Order if desired, you can press Enter or click

on either the Enter icon, , or the Master data button, . Any of these actions will take you to the Master data screen as shown below. (In the training and testing clients, you may see a screen asking for the Controlling area. If this happens, type UT as the controlling area. This should not happen in the production client.)

Internal Orders

5/12/06 6

This screen requires only two fields of data, the Short text and the Business area. The remaining items are informational only and have no impact upon how the order is used. Short text – up to 40 characters of free form text to describe the purpose of the

order. If a more detailed description is needed you may enter it using the Create

long text icon, . You cannot use the long text until you also enter the required Business area.

Business area – The cost centers or WBS elements used with the Internal Order

must have the same business area as the IO. In other words, an IO with a business area of 1107 (Unrestricted E & G for Memphis) could not be used with a WBS element with a business area of 2107 (Restricted for Memphis). To find the business area for a fund, use transaction FM5S. When the basic information is displayed, click on the Classification button, business area is found

Internal Orders

5/12/06 7

on that screen. But generally, if the cost centers to be used with the IO begin with an E or I, the business are will begin with 11 (unrestricted) or 13 (auxiliary) and end with the 2nd and 3rd digits of the cost center. If a WBS element is to be used, business area begins with 21 and ends with the 2nd and 3rd digits of the WBS element:

Fields 1 & 2 Fields 3 & 4 Cost center 11 or 13 (auxiliary)

WBS element 21 The 2nd and 3rd fields of cost center or WBS element (E05xxxx would be 05)

External order number – you may wish to enter your department’s primary cost center here. It is possible to obtain a list for all internal orders with the same external order number. By entering the department’s primary cost center for all of your internal orders, you will be able to obtain a list of all of the orders for your department. This field is for informational purposes only. It will not limit the use of the order to only the cost center or WBS element entered.

NOTE: you would only enter either a WBS element or a cost center, not both. The items below are optional information, but it is STRONGLY recommended that you complete at least the information for the department, person and phone number so that if there is a problem with an order, the proper department can be located. Person responsible – you may wish to note who is responsible for this Internal

Order. This could be the departmental bookkeeper or the staff member for whom the order was created. The choice is yours (20 character field).

Telephone – the telephone number for the person responsible if you wish to record it

(20 character field).

Estimated costs – if you know what the total expected costs are to be, you may enter it here (11 place numerical field formatted like 123,456,789.01).

Department – you may enter the name of the department using this IO (15 character

field). Start of work – you may enter a date for when this order will start. Date can be

entered in the format MM/DD/YY or YYYY (YY will be converted to YYYY by the system so that all four digits of the year will be stored).

Date work ends – you may enter a date for when this order will end. Date can be

entered in the format MM/DD/YY or YYYY (YY will be converted to YYYY by the system so that all four digits of the year will be stored).

Internal Orders

5/12/06 8

The cost and date fields are informational only and do not restrict the actual use of

the order. The Control data tab should be ignored. It allows the types of transactions posted to

internal orders to be restricted according to various predefined lists. The default is set to REL and should be left as that.

Click on the Save icon, , to save the information.

The screen will return to the initial screen and the message at the bottom of the screen will give you the number for your order as shown below.

Be sure to record the number of the order for future reference! Unless fields like department or external order no. are entered consistently, there isn’t a way to list the orders in a department. The lowest level error free field is business area (although orders can be listed by the username of the person that created it). 2.1 Change and Display Internal Orders

The transactions KO02 and KO03 are used to change and display existing internal orders. The screen below is for the change transaction, but the display transaction initial screen is similar.

Internal Orders

5/12/06 9

Type the number of the order you wish to change or display in the Order field and press Enter or click on either the Enter icon, , or the Master data

button, . The information for the order will be displayed.

The screens look exactly as they do for the create screen except for the ‘Services for Object’ icon, which has the functions shown below. The icon will show on the Change and Display screens but the work will only be saved on the Change screen.

Internal Orders

5/12/06 10

The only difference between the change and display screens is that you may not change the information in the display transaction.

You are now ready to use Internal Orders. You can post transactions to them, plan for them (a form of budgeting) and/or combine them into groups for ease in reposting and editing.

3.0 Posting to Internal Orders For most transactions you will post to the Internal Order at the same time you post to the cost center or WBS element for a document. The two exceptions to this rule are the posting of payroll charges and the posting of financial transactions involving an asset.

3.1 Internal Orders on a Requisition (ME51N)

For non-asset requisitions there is an additional field on the Account Assignment screen titled Order as shown in the example below.

Internal order number goes in the Order column on the Acct Assignment screen

Internal Orders

5/12/06 11

Type the order number(s) in that field. When you save the requisition it will be saved for the Internal Order(s) and the cost center(s) and/or WBS element(s) involved. The IO number will follow the requisition through the purchase order to the invoice against the purchase order. It will not follow to the check, but remember in IRIS it is the invoice that is expensed to your cost center or WBS element, not the check (checks are written from a central fund).

For requisitions involving an asset you will need to use the manual reposting of cost transaction discussed in section 5 of this document. In this case there is no automatic transfer from requisition to PO to invoice. The reason for this is that IRIS does not allow the direct posting of expenditures against cost elements used for assets. The posting must be done via the asset.

3.2 Internal Orders on Non-PO Invoices (FB60), Internal Transfers

(FB50) and Cash Deposits (ZFB50ZK2)

For all of these transactions, the same procedure is used to enter the IO number. The example used below is for an internal transfer in FB50, but the same variant is available for non-PO invoices (FB60) and for cash deposits in FB50. Be sure to have the tree structure on to view the screen variants available. Double click on the UT Standard Variant with IO.

Tree On/Off button.

Variant to show IO field.

The standard detail entry section of the screen will now show a field labeled Order to the immediate right of the Cost Center field as shown below.

Internal Orders

5/12/06 12

Entry field for IO

Type the internal order number on any line that is to be charged to an IO. If the cost of a single item is to be split between multiple IO’s, you may split the item into multiple lines in the original transaction or you may enter a single line here and use the manual reposting of costs/revenues described in section 5 to redistribute to multiple internal orders.

When you have finished, park the document as you would any document without an IO. The document will impact both the cost center/WBS element and the Internal Order.

Internal Orders on Procurement Cards

If you are reconciling a procurement card, on the Fast Entry screen there will be a column for Order as shown in the sample screen below.

If your fast entry screen does not display an Order column, you can set your screen to use the screen template Z003 so it will appear. You can also set your default screen display to Z003 so the Order column will automatically appear when you go to the fast entry screen. The steps below demonstrate how to accomplish this.

3.3.1 Changing the Fast entry screen template

On the main menu bar, click on Settings > Screen template as shown below.

Internal Orders

5/12/06 13

In the window that will appear, double click on Z003 – Std ut-parkd w/internal order as shown below.

1.0

Select Z003

Your screen layout will now include the internal order column. 3.3.2 Setting a Fast entry default template If you want this screen layout to be your default so it will appear whenever you select the fast entry option, leave the change screen and return to the SAP Easy Access menu. Type FB00 in the command field as shown below and press Enter.

Internal Orders

5/12/06 14

1.0

Command line

On the Document entry tab, type Z003 in the Park Document field as shown below. Be sure to save the change before you leave the screen or the default will not be changed.

Internal Orders

5/12/06 15

1.0

1. Z003 in Park document

2. Save to change defaults

.

3.3 Internal Orders with Payroll and Assets

Internal Orders

5/12/06 16

IRIS does not allow the direct posting of financial information to salary or asset cost elements, GL accounts or commitment items. In order to post these types of information to an Internal Order you will need to use the manual reposting of cost and revenue transactions described in section 5, Manual Reposting, later in this manual. These transactions allow charges and revenues to be moved to and from Internal Orders without impacting the cost center or WBS element balances.

4.0 Planning for Internal Orders Internal orders do not have official budgets, but they can have plans that can function in much the same way. An overall plan (just a total amount) is currently the only way to plan on internal orders. Only one of the reports for Internal Orders shows the values for the overall plans. The other reports show the values for the detail plan. It is not necessary to enter an overall plan in order to have a detailed plan.

4.1 Overall Plans

The overall plan transactions can be found under the menu path Accounting >> Controlling >> Internal Orders >> Planning >> Overall values. This is a good choice if you wish to track the total amount of expenditure/revenue involved. It may also be useful if you wish to establish a multi-year plan and want to have an overview of the time periods.

Internal Orders

5/12/06 17

4.1.1 Creating and Changing an Overall Plan

The same transaction, KO12, is used to both create and change an overall plan. The initial screen is shown below.

You must enter either an order number or order group (not both). You must also enter a plan version. Zero, 0, is the default version for the plan. After you have entered the required information, either press Enter or click on the Overall planning button, , to go to the entry screen. If you are creating a plan the screen will not have any data in the fields. If you are changing an existing plan there will already be data in the fields as shown in the screen below.

Internal Orders

5/12/06 18

Overall – this is the entire amount to be planned. Individual fiscal years – the fiscal years shown on the screen will change as time passes. You may enter the total planned expenditures for each year. In the example above, expenditures are planned for fiscal 2001, 2002 and 2003. The sum of the entries for the years should not exceed the overall amount that is entered. Warning: The sum of the years is not checked against the overall amount when

you save the plan. To check for possible problems, click on the Check icon, . When the overall plan is the way you want it to be, click on the Save icon. 4.1.2 Displaying the Overall Plan

Transaction KO13 functions in the same manner as the create/change transaction described above, but allows only the display of the information.

Internal Orders

5/12/06 19

5.0 Redistributing Costs and Revenues to Internal

Orders. Payroll charges and charges against assets (requisitions, purchase order and invoices against purchase orders) cannot be posted to an Internal Order during the initial posting of the documents. Therefore they must be manually reposted to the IO after they have been posted to the cost center or WBS element. In addition to these types of documents, there are internal transfers that are automatically posted to your balances (motor pool changes, graphic arts, postage, etc) that do not reference an IO but that you wish to have on an IO. (You may also add an internal order to these types of transactions during the workflow review/approval process. Please see section 10 for more details.) In other cases you may find it necessary to transfer charges/revenues from one IO to another. When you repost costs or revenues, a new document is created. Therefore your line item reports in Controlling will show both the original document and the reposted document. Please note, separate transactions must be used for costs and for revenues. All of these tasks are done using the Manual Reposting transactions. These transactions are found under the menu path Accounting >> Controlling >> Internal Orders >> Actual Postings.

Internal Orders

5/12/06 20

5.1 Manual Reposting of Costs

These transactions are found under Accounting >> Controlling >> Internal Orders >> Actual Postings >> Manual Reposting of Costs.

5.1.1 Enter the Reposting Document

The transaction to enter the reposting of costs is KB11N - Enter. The entry screen is shown below. The screen variant should be UT INTERNAL ORDER variant. If it is not, change it using the matchcode box.

You may decide which type of entry screen to use. The screen defaults to the recommended screen for data entry, which is List entry, but you may also choose the individual entry screen if you wish. Click on the matchcode box in the field to see the choices and select one as shown in the screen below.

You can now enter data. The list entry type screen is shown below.

Internal Orders

5/12/06 21

Doc. date – the date on the document you are reposting

Postg date - this date will control the fiscal year and period the reposting will be posted to. It must be for an open period.

Period – this is the default posting period based on the current date, but it may

be changed to any other OPEN period. The period in this field must match the period for the posting date entered.

Ref. Doc. - if there is a prior manual reposting document that you wish to use

as a template, you may enter that document number here. This is a useful feature if you will regularly repost lengthy transactions.

- if you have entered a reference document, you can display the document using this icon to verify that it is the correct reference.

- if you have entered a reference document, you should click this icon to transfer the information from that document to the entry screen.

Doc. text - a description of the overall document. This is an optional field, but it

is strongly recommended that a useful description be entered. The list entry columns: CCtr (old) – the original cost center charged (if it was a cost center).

Order (old) – the original Internal Order charged. This may be left blank if the

original charge did not have an IO number.

Internal Orders

5/12/06 22

WBS element (old) – the original WBS element charged (if it was a WBS

element). Cost element – the original cost element and the cost element for the

reposting MUST be the same. Transfers between cost elements require an official internal transfer to be posted. Only expenditure cost elements may be used for reposting costs.

Amount - the amount to be reposted CCtr (new)- this must be the same as the CCtr (old). Transfers between cost

centers require an official internal transfer to be posted using the FB50 transaction, document type ZD.

Order (new) - the new Internal Order number to be charged. This may be left

blank if the recharge does not have an IO number. WBS element (new)- this must be the same as the WBS element (old). Transfers

between WBS elements require an official internal transfer to be posted using the FB50 transaction, document type ZD.

Text – you may enter a description for the line item. The description may

be up to 50 characters long. The result of the reposting is to move money between or to an Internal Order without impacting the balances for the cost center or WBS element or impacting the university wide G/L account balances. A new document will be created within the Controlling module to hold the reposting. Be sure to copy the new document number on the original document if you are keeping that information for your records. At the bottom of the screen, in addition to the icons that allow for easy editing of the entry screen, there are two buttons labeled Fill Column, ,

and Reset column, . Complete the first line of the list entry portion of the screen. Choose a column by clicking on the column heading. Then click on the Fill column button. The column will be filled in with the value on the first line as shown in the example below for the CCtr (old) column.

Internal Orders

5/12/06 23

The Reset column button will remove the filled information for all lines that have not been completed. To save your work and post to the corrected internal order(s), click on the Save icon, . If there are no errors, the document number will be display at the bottom of the screen. If there are errors, acknowledge and correct them before saving the document. 5.1.2 Display the Reposting Document

To display a manual reposting document you may use the transaction KB13N.

The screen is shown below. Be sure UT INTERNAL ORDER is the screen variant. If not, change the variant to that choice.

You must type the DocumentNo and press or click Enter to display the desired document. The screen is identical to the screen discussed above in the Entering the Reposting Document section.

Internal Orders

5/12/06 24

5.1.3 Reverse the Reposting

If you need to reverse a reposting document, it can be quickly and easily done using the transaction KB14N – Reverse. The screen is shown below.

The screen variant must be UT INTERNAL ORDER variant. If it is not, change it to that selection.

You must enter the Doc. date, Postg date, Period and ReverseDoc. The ReverseDoc is the document number for the manual reposting document that you wish to reverse. Doc. date, Postg date, & Period are for the new document being created, not from the document being reversed. You should also type a description in the Doc. text field to explain the reversal, but this field is not required.

After completing the above fields, press or click Enter. The requested transaction will be displayed. You will not be able to change any of the information on the original document. The entire document must be reversed. If it is the correct document, click on the save icon, , to post the reversal.

Internal Orders

5/12/06 25

5.2 Manual Reposting of Revenues

The manual reposting of revenue transactions, KB41N – Enter, KB43N – Display and KB44N – Reverse look and function in nearly the same way as the manual reposting of cost transactions described in the previous section.

The only difference in the two sets of transactions is that the manual reposting of revenue screens allows for only the entry of recovery and revenue cost elements. In other words, 439900 (supply recoveries) is allowed, but 439100 (supply expenditures) is not allowed. Remember, recoveries cannot be posted to WBS elements.

5.3 Interpreting the Reposting on Reports

Section 8 of this manual documents how to display the internal number on line item reports for cost centers and for WBS elements. If you have used the manual reposting feature to redistribute costs or revenues among internal orders, you need to be aware of how these will appear on the line item reports. The screen below shows a simple example to clarify what will appear.

1. Original posting, no IO

2. Reposting, split to 2 IOs

3. Posting to IOs

IO numbers appear in this column

Item 1 points to the original posting of invoice 100006303 with no internal order numbers assigned. (Note that the Controlling module assigns its own document number to the invoice that differs from the invoice number assigned when the invoice was created in the Financial module.)

Internal Orders

5/12/06 26

Item 2 points to two lines showing the manual reposting document 200001101 relieving the invoice when it is reposted to two internal orders. These are credits that result in zeroing the original $1,500 posting on this report. Item 3 points to the two lines showing the debits to the internal orders caused by the reposting document 200001101. If all of the entries to a cost center or WBS element are assigned to internal orders, then the total of the first section of the report that displays documents without an IO number will be zero when all costs/revenues are properly assigned. In the example shown, an invoice for $1,948 has still not been assigned to any internal order(s).

6.0 Internal Order Groups You may create groups of internal orders so that you can edit, plan and/or report on all of the orders in a group together. If you use several internal orders within a specific cost center or WBS element, IT IS STRONGLY RECOMMENDED, that you have Internal Orders for all income and expenditures (creating a miscellaneous IO if necessary) of the specific cost center or WBS element. You should create at least one IO group containing all of the Internal Orders for that cost center or WBS element. You can then report on the total of all of the orders in the group and reconcile back to the total for the cost center or WBS element to be certain that all costs and revenues are accounted for in the Internal Orders. Internal Order groups can also be used to combine IO’s with similar purposes for summary reporting. Or they can be used simply to make it easy to request reports for all IO’s without needing to request each one separately. All of the transactions dealing with creating, changing and displaying Internal Order Groups can be found under the menu path Accounting >> Controlling >> Internal Orders >> Master data >>Order group.

Internal Orders

5/12/06 27

6.1 Creating Order Groups

The transaction KOH1 is used to create order groups. The initial screen is shown below.

You must enter an Order group name. It can be a maximum of 15 characters long, but if you use more than 10, the eleventh character must be a period (.) as in the example screen above. Since all order group names can be viewed by all IRIS users, it is strongly recommended that you follow the naming convention below to help locate and identify your order groups:

First character – the code for your major organizational unit as shown below: A – Institute of Agriculture C – Chattanooga H – Memphis K – Knoxville M – Martin N – Nashville S – System-wide Administration T – Tullahoma V – Veterinary Medicine X – Non-University of Tennessee Next five characters - the last five numbers of the fund center for the department using the order. Next four characters – free form

Last five characters – must be .xxxx where the xxxx is free form. A period (.) must separate the last four characters from the first ten characters of the name.

Internal Orders

5/12/06 28

If you wish to use a prior order group as a template for the new one, you may type the name of the existing group in the Order group field. Press or click Enter to create the group. The create screen is shown below.

This initial screen allows only a description for the group to be entered. To have additional options available you must use the buttons on the application tool bar.

If you click on the Order button, , the screen will expand to provide fields to enter order numbers as shown below. To list individual orders, type the numbers only in the left-hand column as shown on the first line. To list a range of orders, type the beginning order number in the left column and the ending order number in the right column as shown on the second line. The second line adds all orders from 4000005 through 4000008 to the group.

BE VERY CAREFUL using the range feature since it is possible that another department could have an IO number within any range.

Internal Orders

5/12/06 29

You can also add other order groups to the new order group. If you wish to do this, you need to determine the level of the order group in relation to the group you are creating. The level determines how totals are summed.

The Same level button, , will allow a group to be added at the same level as the group you are creating.

The Lower level button, , will insert a group underneath the group you are creating. The screen above shows a group that has been added at a lower level. Type the IO numbers and/or IO groups you wish to be part of your new group. When all of the entries are completed, click the Save icon, , to save your new group.

6.2 Changing and Displaying Internal Order Groups

The transaction KOH2 is used to change an Internal Order group. KOH3 is used to display an order group. The screens are similar in appearance and function to the create screens described above. The display transaction does not allow any information to be changed. You can add orders and order groups on the basic change screen. To delete orders and/or order groups, you need to access another screen. To delete either, highlight the order or order group by clicking on it. Then click on the

Select icon, . The application tool bar on the screen will change to resemble the one shown on the screen below.

Internal Orders

5/12/06 30

To remove the highlighted item, click on the Remove icon, . You may continue to select and remove items as needed.

To return to the basic change screen, click on the Deselect all button, . To delete the entire order group, highlight the order group name, and click select,

. A new application tool bar will appear. Click on the delete icon, . A confirmation window will appear as shown below.

Click Yes to delete the group. Click No if you do not wish to delete the group. Remember to save any changes that you make.

7.0 Reporting on Internal Orders

All of the reports are found under the path Accounting >> Controlling >> Internal Orders >> Information system >>Reports for internal orders. There are numerous reports available for internal orders. Appendix A shows a sample of the results screen from the ones that seem more useful. It is strongly suggested that you review these reports or run them against your own data to determine which ones you might find most useful. Nearly all of the internal order reports give summary information and you must take extra steps to display specific line item information by type of transactions. For line item information, it may be more convenient to use the reports KSB1 (for cost centers) and CJI3 (for WBS elements) using a specific variant that will document the internal order numbers. (See section 8.)

Internal Orders

5/12/06 31

The IO reports that show commitments (encumbrances) only show commitments for requisitions and purchase orders. No parked documents are included in the IO commitments. While this may not make a major difference in many cases, it will in others. The line item reports using internal order variants that are documented in Section 8 of this manual will show all line items and are a better choice if you want to be certain all commitments are included.

Since all of the IO reports function in a similar fashion, only two are documented here, but you are encouraged to look at the results screen in Appendix A to get a quick idea of the other reports that are available.

7.1 General Report Information - Creating an Extract

When you try to exit several of the reports under internal orders you may see the screen below asking if you really wish to exit the report and giving you an opportunity to create an extract. The option to create an extract is not always present. An extract will store the report data exactly as it appeared when you ran the report. The data will only be kept for a limited amount of time.

You can just click on Yes and exit the report. In most cases this is what you will do. In some case however, you may wish to create an extract. To do this, click the box for Create extract, the screen below will appear.

Internal Orders

5/12/06 32

You must give a description for the extract and assign it a password. You must also give it an expiration date. DO NOT USE the No expiration date option. If you want to keep the information for more that 30 days, it would be better to download the report to Excel on your own computer. If you have created an extract, when you request that report again you may choose to view the extract rather than the current data by clicking on the Data source button,

, on the report request screen.

7.2 Order: Actual/Plan/Commitments

This report is found under the path Accounting >> Controlling >> Internal Orders >> Information system >>Reports for internal orders >>Plan/Actual Comparisons >> Additional Key Figures >> S_ALR_87012993 - Orders: Actual/Plan/Variance. The initial request screen is shown below.

Internal Orders

5/12/06 33

Controlling area - must be UT. The Fiscal year, From period, To period and Plan version must all be entered. The From period, To period fields control not only the period(s) for the actual and commitment items, but also for the plan if you have entered a plan by period. This allows a comparison of how the expenditures/income is performing as compared to what you had planned through the requested period(s). If you want to see the entire fiscal year, enter 1 and 12. You must enter either an order group in the Order group field or a single IO number in the or value(s) field. Note that you may list multiple IO numbers if desired. However, if there are multiple IOs that you want to see together on a regular basis, it would be more convenient to create an order group containing them. You enter either a cost element group name in the Cost element group field or a single cost element in the or value(s) field.

Internal Orders

5/12/06 34

When you have entered all of the information required, click on the Execute icon,

. The report will be compiled.

If an order group has been requested, the first report screen shown will give the summary total for the group. A hierarchy of groups will be shown to the left of the screen as shown in the screen below. You may select the order to be displayed by clicking on the order in the list.

The plan shown is the total for detailed plans. If only an overall plan is entered, it will not be displayed on this report. To see the detail transactions that make up the balances, double click on the line. The box below will appear.

Internal Orders

5/12/06 35

You can choose the information you wish to view by double clicking in the desired line. The information you see for the actual line item and plan line items is the same information you would see if you used the reports available under the Line items menu within the Reports for internal orders menu.

7.3 List Total Plan/Actual/Commitments

This report is found under the menu path Accounting >> Controlling >> Internal Orders >> Information system >>Reports for internal orders >> More reports >> S_ALR_87013018 - List Total Plan/Actual/Commitments. The initial selection screen is shown below.

Controlling area – must be UT You must enter either an order group name in the Order group field or an Internal Order number in the or value(s) field. Note that you may enter multiple IO numbers.

Internal Orders

5/12/06 36

However, if there are multiple IOs that you want to see together on a regular basis, it would be more convenient to create an order group containing them.

Click on the Execute icon, , to compile the report. A partial sample report screen is shown below.

Only information at the total level is shown on this report. The plan information is taken from the overall plan not from the detail plan. You can drill down to the detailed transactions by double clicking on the line you wish to view. Double clicking on the total line will show you all of the detail transactions of the type you choose.

8.0 How to List Internal Order Numbers on Line Item

Reports Remember that the internal orders exist only within the Controlling module. Therefore you must use reports within the Controlling module to view the orders. Within the Controlling module, different reports must be used to display information for cost centers and for WBS elements.

8.1 Showing Internal Order Numbers on Cost Center Documents

Use the report KSB1 – Cost Centers: Actual Line Items to show IO’s on cost center documents. The menu path is Accounting >> Controlling >> Cost Center Accounting >> Information system >> Reports for Cost Center Accounting >> Line items >> KSB1 – Cost Centers: Actual Line Items. Specific display variants have been created to allow you to easily display the internal order number as part of the document listing. A sample request screen is shown below.

Internal Orders

5/12/06 37

The information for the cost center, cost element and dates should be completed as you usually would. In the Display variant field either select /Int Order (or one of the other internal order variants) or type it into the field.

Note variant for internal order

A sample of the report that will result is shown below. The internal order number is shown in the column labeled Aux. Acct assignment_1. This variant also subtotals the documents for each IO within the range of cost centers and posting dates requested. Note that documents without an IO number are shown at the top of the report.

Internal Orders

5/12/06 38

Column displaying IO numbers

Subtotal by IO number

To see the remaining columns on the report, use the direction icons on the application tool bar or the scroll bar at the bottom of the screen to move to the display to the right. If a recovery has been posted without an internal order, IRIS enters ‘REO Profit analsis/1’ in the Aux. Acct assignment_1 column instead of leaving it blank. These will appear at the bottom of the report as shown below.

A recovery posted without an IO number.

Internal Orders

5/12/06 39

8.2 Showing Internal Order Numbers on WBS Element Documents

Documents posted to WBS elements are displayed by a different report, CJI3 – Actual Costs/Revenues. The menu path is Accounting>> Project System >> Information system >>Financials >>Line Items >> CJI3 – Actual Costs/Revenues. You may see the window below, requesting that you enter a database profile. If the window appears, click on the matchcode box and choose profile 1.

The selection screen below will appear. There are a specific display variant has been created to allow you to easily display the internal order number as part of the document listing.

Internal Orders

5/12/06 40

Note variant for internal orders

The resulting report is shown below. The IO numbers, if used on a document, are displayed in the column labeled Aux. Acct assignmeny_1.Also there are subtotals calculated for each IO. Note that documents with no IO number are shown at the top of the report.

Internal Orders

5/12/06 41

Subtotals by IO

IO numbers displayed

10. Listing IO numbers by External Order Number It is possible to obtain a list of internal orders based on the External order number that was entered for that internal order. Depending upon how you choose to use the External order number field, you could obtain a list of all of the IO’s in your department or all of the IO’s used for a particular PI. In addition, you could use such a list to create a file of IO’s that you can use to run other IO reports. To do so you would need to:

1. List all the IO’s for the WBS elements or Cost Centers; 2. Create an Excel file of the list 3. Import the order numbers into an IO report, to report on only those IO’s.

10.1 Selecting Internal Orders based on an External Order no.(s).

Use the report Z_IO_MASTERDATA_LIST – ‘Int Order Master Data List’ located at the menu path Accounting >> Controlling >> Internal Orders >> Information system >> UT Custom Reports.

Internal Orders

5/12/06 42

The screen below will appear and you may enter the cost center(s) or WBS element(s) that you have entered into the External order number field. (You can use the Multiple selections icon, , to enter multiple External order numbers.)

After you have entered the External order number(s) you want, click the green back arrow, or the ‘Save’ icon if these settings will be used again.

Execute the report.

A screen similar to the one shown below will appear. The list should contain only Internal Orders with the requested External order number. If you wish to use this list to create a file to upload to internal order report selection screens you will need to download this list to Excel.

Internal Orders

5/12/06 43

10.2 Downloading the List to Excel With the list on the screen, lower icon bar, click on Export icon as shown below.

Internal Orders

5/12/06 44

After choosing Spreadsheet, the box below will appear (if filter criteria, sorting, totals and subtotals are needed, then select the first red X that appears and choose Local File from the above drop down).

After you click on the green check mark, the window below will appear. Select Table as shown.

The system will automatically open Excel and export the list to the spreadsheet after choosing the green check mark in the box below.

Choose ‘Table’.

Internal Orders

5/12/06 45

10.3 Uploading a List to a Report Selection Screen

Once the list is in Excel, you can manipulate it any way you wish to produce data to upload to report selection screens in Iris. Have the file containing the order numbers for upload already open. Highlight the orders to be uploaded and click the Copy icon. This will put them in the Windows clipboard.

On any report selection screen, click on the Multiple selection icon, , opposite the Internal order field. You will see the window below. Stay on the include Single Values tab as shown.

Internal Orders

5/12/06 46

Click the copy icon to transfer your list to the selection screen. Complete any remaining fields and execute the report as usual.

Click the Paste icon to upload.

Internal Orders

5/12/06 47

11. Adding Internal Order Numbers During Workflow If you are a reviewer or approver of documents using IRIS Workflow, you can add internal order numbers during the review/approval process. You cannot do it on the same screen that is used to release (approve) or reject the document, but you can do it within the workflow inbox. In your workflow inbox, single click on the document to highlight it. In the Objects and attachments section of the screen, click on the parked document line as shown below.

The green bar indicates there are multiple selections.

Internal Orders

5/12/06 48

1.0

1. Single click on work item to highlight

2. click on Parked document to display

The document will display on the screen. To make it possible to change information in the document: on the menu bar click on Document > Change as shown below.

You can now change information on the document, including adding internal order numbers.

Internal Orders

5/12/06 49

To move to a screen where the order number(s) can be quickly entered, click on the Fast entry button as shown below. 1.0

Fast entry button

If you have your default screen template set to Z003, your screen will already have the order number column on it as shown below. You can now add, delete or change the internal order number as needed. 1.0

Internal order column

If you do not have your default screen template set to Z003, follow the steps in section 3.3.2 to set your default view to include the Order column.

When you return to your workplace inbox, you can now either display and change the item or execute the work item as you normally would. In either case, the internal order column will be displayed.

Internal Orders

5/12/06 50

Appendix A – Sample IO Reports A.1 Under the Plan/Actual Comparisons sub-folder

S_ALR_81012994 – Orders: Current Period Cumulative 1.0

Total of periods prior to the current fiscal year

S_ALR_87012995 – List Orders 1.0

Multiple orders, one line each

S_ALR_87012996 – List Orders by Cost Element Below is the detailed view, but it can be collapsed to show a summary view that could be useful for IO groups or other multiple internal order groupings. A partially collapsed view follows the detailed view.

Internal Orders

5/12/06 51

Partially collapsed view of the report.

A.1.2 Under the Additional Key Figures Subfolder S_ALR_87012999 - Orders: Actual/Plan/Commitments

Internal Orders

5/12/06 52

Internal Orders

5/12/06 53

S_ALR_87013000 – List Actual/plan/commitments

A.3 Under the Actual/Actual Comparison sub-folder These three reports allow comparisons of two fiscal years, of four quarters within the same fiscal year or 13 periods within the same fiscal year. S_ALR_87013001 – Orders: Actual Yearly Comparison

Internal Orders

5/12/06 54

S_ALR_87013001 – Orders: Actual quarterly comparison

S_ALR_87013001 – Orders: Actual Period Comparison 1.0

Use arrow keys to move back and forth to additional periods

Internal Orders

5/12/06 55

A.3 Under the More Reports sub-folder S_ALR_87013010 – Orders: Breakdown by Period Similar to the report shown above but different format.

S_ALR_87013011 – Orders: Actual/Plan/Price Variance

Internal Orders

5/12/06 56

S_ALR_87013012 – Orders: Actual/Plan/Consumption

S_ALR_87013013 – Orders: Actual Tcur/OCurr/COCur - not useful unless multiple currencies are used. UT uses only US dollars.

S_ALR_87013015 – List Actual Debit/Credit

Internal Orders

5/12/06 57

S_ALR_87013018 – List Total Plan/Actual/Commitment