Unit 5

Master Data of Internal Orders1. You should now be able to:

Identify the options for using overhead cost orders Distinguish overhead cost orders from cost centers Explain the significance of the overhead cost order as a cost collector and an internal

controlling object.

Lesson: Real and Statistical Orders1. You should now be able to:

Differentiate between real and statistical orders Review the uses of these two variants

The Different Scenarios for Internal Orders1. You should now be able to:

Explain the different uses of overhead cost orders and distinguish between them Understand the different handling of the orders in the scenarios shown Explain the data flow in each area in which internal orders are used

Unit 6

Master Data Maintenance

Exercise 17: Master DataTask:In Customizing, create a new overhead cost order type for use by the Marketing department for marketing brochures.

1. The order type MA## is for Group ## Marketing Brochures. The order category assigned to it is Internal Order (01). Make sure that any commitments get updated. Assign status profile (00000002), settlement profile (20), general planning profile (000001), and general budget profile (000001) to the order.

Save the order type settings.

a)Hint: The menu path abbreviations used in the solutions are as follows:

Easy Access menu: Accounting→ Controlling → Internal OrdersTo reach the IMG: Tools → Customizing → IMG → ExecuteProject → SAP Reference IMG button.

b) IMG → Controlling → Internal Orders → Order Master Data → DefineOrder Types → New EntriesEnter 1 in the Order category field.Enter MA## in the Order Type field.Enter Group ## .Marketing Brochures. in the description field thatfollows the order type field.Enter 20 in the Settlement prof. field.Enter 000001 in the Planning profile field.Enter 000001 in the Budget Profile field.Enter 00000002 in the Status Profile field.Select the Commit. Management indicator.Choose Save.Confirm the information message to continue.Go back to the IMG.

2. Assign your new order type to the Marketing group number range(400000-499999). Save the assignment.

a) IMG →Controlling→Internal Orders→Order Master Data → MaintainNumber Ranges for OrdersChoose Group → MaintainScroll all the way down to the order types that are not yet assigned.Double-click your order type (MA##) . (the color will change slightly once you have selected your order type).Scroll back up to the Marketing group (number range 400000-499999).Set the indicator next to this group.Choose Edit → Assign element group.Choose Save.Go back to the IMG.

Status Management for Overhead Cost Orders

Exercise 18: Status Management

Task 1:Create a new overhead cost order for developing a marketing brochure for a new cell phone model. Release the order so that you can begin posting transactions for it.Hint: The first time you access a Controlling function after logging on to the system, the Set Controlling Area screen may be displayed. If this screen is displayed, enter 1000 in the Controlling area field.

1. Create the order .Cell Phone Marketing Brochure ##. using your new ordertype (MA##). Assign the order to company code 1000, business area 9900, andprofit center 1402. Do not save the order master record yet.

a) SAP Easy Access menu → Internal Orders → Master Data → OrderManagerChoose Master Data → CreateEnter MA## in the Order type field.Enter Marketing brochure ## in the description field.Enter 1000 in the Company Code field.Enter 9900 in the Business Area field.Enter 1402 in the Profit Center field.Please do NOT save the order master record.

2. Review the order status and check which business transactions are allowed.What are the system and user statuses? If you had already saved your overheadcost order, would you still be able to process a materials purchase order for it?Would you still be able to process an incoming invoice?

a) Choose the .Control data. tab.Choose Goto → StatusThe System status of the order is Created (CRTD). The User status ofthe order is not set (blank).Choose the .Business processes. tab.Scroll down the list of permitted transactions to review the options.You can process a material purchase order for this order.However, you cannot process an incoming invoice.

3. Release the order and look at the changes in the list of allowed businesstransactions. What is the user status now? Could you process an invoice for thisorder now? Save the order after reviewing the status. Enter the order number and record it in your Data Sheet.

Go back (F3).Choose Release.Choose Allowed transacts.Choose Save.The order User status is authorized (Write plan line items PLIM).Repeat the procedure from Exercise 2.2.You are now able to process an incoming invoice for this order.

Task 2:Create and release a plan-integrated overhead cost order for the IT Service department for the repair and maintenance of PCs.

1. Create the order master record PC Repair/Maintenance Group ## using ordertype 0850. Assign the order to company code 1000, business area 9900, andprofit center 1400. Do not save the order master record yet.

a) See Exercise 2.1 (Order Manager), or:SAP Easy Access menu → Internal Orders → Master Data → SpecialFunctions → Order → CreateEnter 0850 in the Order type field.Choose Master Data.Enter PC Repair/Maintenance Group ## in the Description field.Enter 1000 in the Company Code field.Enter 9900 in the Business Area field.Enter 1400 in the Profit Center field.Do NOT save the order master record.

2. Release and save the order. Enter the order number and record it in your Data Sheet.

a) Choose the Control data tab.Choose Release.Choose Save.

800244

Grouping and Collective Processing

Exercise 19: Grouping and Collective Processing

Task 1:Carry out the following task:

1. Create an order group to collectively process the orders that you have created.Call the group GR## and enter Order Group ## as a description for it. Assignthe two orders that you created in the previous exercises to this group. Saveyour order group.

a) SAP Easy Access menu → Internal Orders → Master Data → OrderGroup → CreateEnter GR## in the Order Group field.ENTER.Enter Order Group ## as a description in the text field that appears.Choose Edit → Order → Insert Order.Enter the order numbers, one beneath the other, in the first column.ENTER.Choose Save.

Task 2:You forgot to assign your overhead cost orders to the cost centers responsible formanaging the orders. Update your order master records manually using collectiveprocessing.

1. Define your own selection variant (VAR##) in Customizing. Use your ordergroup (GR##) as a selection criteria for calling up and processing your orders.

a) IMG →Controlling→Internal Orders →Order Master Data → Selectionand Collective Processing → Define Selection VariantsChoose Variants → CreateEnter VAR##.ENTER.Enter your order group GR## as a selection value.Choose Save as Variant.Enter Variant Group ## in the Meaning field.Save your entries

2. Assign the marketing brochure order and the PC repair/maintenance order tothe cost center responsible for them (.Marketing. cost center 3200). Saveyour changes.

a) SAP Easy Access menu → Internal Orders → Master Data → SpecialFunctions → Collective Processing → ManuallyEnter your selection variant (VAR## from exercise 5.1).Choose Execute (F8).Confirm any warning messages.Choose Settings → Select FieldsSearch the pool of available fields and select the line .Responsible CCtr.(Responsible Cost Center).Once you have selected the line Responsible CCtr, transfer it into yourlist of selection criteria.ENTER.

In the top part of the screen, click the column Responsible CCtr to select it.Enter cost center 3200.Choose Edit → Change Field ValuesChoose Save.Confirm the dialog box by choosing .ALL.

Task 3:Create a statistical overhead cost order. You want to analyze the costs for your newcompany car in a different way to the Motor Pool cost center, which collects thecosts of all vehicles.

1. Create the statistical order. Use statistical order type 1000. Name the orderAUTO## and add your group number to the short text. Assign the order tobusiness area 9900 and profit center 1400. Activate the statistical order indicatorand save your order. Record the order number on your data sheet.

a) SAP Easy Access menu → Internal Orders → Master Data → SpecialFunctions → Order → CreateEnter 1000 in the Order Type field.Choose Master Data.Enter AUTO## in the Order field.Enter ## at the end of the text in the Description field (Statistical ordervehicle: ##).Check the following settings:Business Area field should have the entry 9900.Profit Center field should have the entry 1402.Choose the .Control data. tab.Check that the Statistical order indicator is selected.Choose Save.

Unit 7

Event-Based Postings

Exercise 20: Transaction-Based Postings

Task 1:Create G/L account postings for your marketing brochure overhead order and for yourmotor pool order and compare the results in the information system.

1. Execute a posting of EUR 5,000 to your .Cell Phone ##. order for layoutconsulting services. The company code is 1000 and the cost element is 417000

(purchased services). The offsetting account is 113100 (Deutsche Bank).Hint: In the G/L account master records, some of the expenses areconfigured to indicate that taxes may be associated with these accounts,but are not mandatory. The warning message is to ensure that you donot forget to enter a tax code when appropriate. For this exercise, allexpenses will be treated as non-taxable. Therefore, you can ignore thewarning message.

a) SAP Easy Access menu→Accounting→Financial Accounting→GeneralLedger → Posting → Enter G/L Account DocumentIf applicable, enter 1000 in the Company Code field.Enter the current date in the Document Date field.If applicable, enter EUR in the Currency field.Go to the table below:Enter 417000 in the G/L acct field.Choose Debit in the D/C field.Enter 5000 in the Amount in doc.curr. field.Enter the number of your cell phone marketing brochure order in theOrder field.Enter 113100 in the G/L acct field.Choose Credit in the D/C field.Enter * in the Amount in doc.curr. field.Choose Enter. If a tax warning message appears, simply confirm it by pressing ENTER.Choose Post (Ctrl + S).Stay in the Enter G/L Account Document screen for the next exercise.

2. Post EUR 300 for vehicle costs to your statistical automobile order (AUTO##)and the Motor Pool cost center 1220. The account is 475000.The offsetting account is 113100 (Deutsche Bank).

a) Enter the current date in the Document Date field.Go to the table below:Enter 475000 in the G/L acct field.Choose Debit in the D/C field.Enter 300 in the Amount in doc.curr. field.Enter 1220 in the Cost center field.Enter AUTO## in the Order field.Enter 113100 in the G/L acct field.Choose Credit in the D/C field.Enter * in the Amount in doc.curr. field.Press Enter.If a tax warning message appears, simply confirm it by pressing Enter.Choose Save.

3. Check the effect of the G/L account postings on your orders. For each of yourorders, call up the Orders: Actual/Plan/Variance report for controlling area1000 in the current period and plan version 0. Display the cost accountingdocument for each of the new postings.

What is the difference between the posting to the "real" order and to thestatistical order?

a) SAP Easy Access menu → Internal Orders → Information System →Reports for Internal Orders → Plan/Actual Comparisons → Orders:Actual/Plan/VarianceEnter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter your marketing brochure order in the .Or value(s). field.Choose Execute (F8).Double-click the Report row for the cost element 417000.Double-click the Orders: Actual Line Items report.Select the line item and choose:Environment → Accounting Documents.Click on the Controlling Document row.Repeat the procedure to analyze your Auto## order in the informationsystem.

Exercise 21: Commitment Management

Task 1:Create a commitment for your marketing brochure order by generating a purchaseorder.

1. Create a purchase order for Marketing Brochure Printing Services. Theseservices will be charged to an order (account assignment category F). Printingwill be done by vendor 1000. The purchasing organization is 1000, thepurchasing group 000, and the plant 1000. You need to order 50 hoursof printing, at a cost of EUR 50 per hour. The material group is 00706(miscellaneous services) and the delivery date is today.s date. Debit yourmarketing brochure order using cost element 417000.Save your purchase order and record the document number.

a) SAP Easy Access menu → Logistics → Materials Management →Purchasing → Purchase Order → Create → Vendor/Supplying PlantKnown.Close the transaction documentation (in the left-hand window).Enter 1000 in the Vendor field.Choose Enter.Enter 1000 in the Purch. Org. field.Enter 000 in the Purch. Group field.If necessary, call up the .Item Overview. screen.Enter F in the AcctAss. Cat. field.Enter Printing services in the Short Text field.Enter 50 in the PO Quantity field.Enter H in the OUn field.Enter the current date in the Deliv. Date field.Enter 50 in the Net Price field.

If applicable, enter EUR in the Currency field.Enter 00706 in the Matl Group field.Enter 1000 in the Plnt field.Choose Enter. (This opens the .Item Details. area).Enter 417000 in the G/L Account field.Enter the order number for your marketing brochure in the Order field.ENTER.Choose Save.Make a note of the purchase order number !!

2. Check the commitment that has been recorded for your marketing brochure order.Call up the Orders: Actual/Plan/Commitments report for controlling area1000 in the current period. Execute the report for your marketing brochure order.Hint: Note that the report consists of multiple pages. Scroll up anddown to view the entire report.

a) SAP Easy Access menu → Internal Orders → Information System →Reports for Internal Orders → Plan/Actual Comparisons → Orders:Actual/Plan/CommitmentsEnter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter your marketing brochure order number in the first .Or value(s).field.Choose Execute.

Task 2:Review the effect of a goods receipt transaction on your purchase order.

1. Post a goods receipt for the purchase order generated in the previous exercise.Save your goods receipt and make a note of the document number.

a) SAP Easy Access menu → Logistics → Materials Management →Inventory Management → Goods Movement → Goods Receipt → ForPurchase Order → PO Number Known.Enter the purchase order document number from the previous exercise.Click the Execute icon next to the purchase order number field.Flag the item OK (bottom left).Check the settings.ENTER.Choose Post.

2. Review the effect of the goods receipt on your marketing brochure order. Callup the Orders: Actual/Plan/Commitments report for controlling area Europe(1000) in the current period, the current fiscal year, and the plan version 0.

a) SAP Easy Access menu → Internal Orders → Information System →Reports for Internal Orders → Plan/Actual Comparisons → Orders:Actual/Plan/CommitmentsEnter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter your marketing brochure order number in the first .Or value(s).Field.Choose Execute.

3. Display the original logistics document for the actual posting from cost element 417000. Which document is displayed? How can you display other documents associated with this posting?

a) Double-click the selected report row.Choose the Orders: Actual Line Items report.Double-click the line items from Logistics (2,500).The system displays the material document (goods receipt) document .You can also view other documents by choosing the FI Documents icon (choose the Document Info tab page).

Unit 8Exercise 22: Period-end Closing / Periodic Postings

Task 1:Create an overhead structure that determines the overhead for storage costs at 10% ofthe material costs and assign it to your marketing brochure order.

1. Create a base X## for the overhead calculation. Name the base Grp ## OHBase. Define the base for controlling area 1000. Include the cost elementrange 400000 through 406000 in the base. Save your base.

a) SAP Reference IMG → Controlling → Internal Orders → Actual Postings→ Overhead Rates → Costing Sheet: Components → Define CalculationBases Referring to Cost Element and Origin.Choose Edit → New Entries.Enter X## in the Base column.Enter Grp ## OH Base in the Name column.Choose Enter.Select the line X##.Double-click Details.In the Set Controlling Area dialog box, enter 1000 in the ControllingArea field and press Enter.Choose Edit → New Entries.Enter 400000 in the From CElem column.

Enter 419999 in the To CElem column.Choose Save.Go back to the SAP Reference IMG screen. Remain there for the next exercise.

2. Create an actual percentage surcharge Y## for the overhead calculation. Namethe surcharge Grp ## OH Rate and use dependency D000. The rate of 10%should be valid for actual overhead calculations in controlling area 1000 forthe current fiscal year. Save your overhead rate.

a) SAP Reference IMG → Controlling → Internal Orders → Actual Postings→ Overhead Rates → Costing Sheet: Components → Define PercentageOverhead Rates.Choose Define Percentage Overhead Rates.Choose Edit → New Entries.Enter Y## in the O/H Rate column.Enter Grp ## OH Rate in the Name column.Choose Dependency D000.Choose Enter.Select the Y## row.Double-click on Details.Choose Edit → New Entries.Enter the start of the current fiscal year in the Valid from field.Enter the end of the current fiscal year in the To field.

Enter 1000 in the CO Area field.Enter 1 in the Ovrhd type field.Enter 10 in the Percentage field.Choose Save.Go back to the SAP Reference IMG screen. Remain there for the next exercise.

3. Create a credit key Z## for the overhead calculation. Name the credit key Grp## OH Credit. Define the credit key for controlling area 1000. The data is validthrough the end of the current fiscal year and 100% of the overhead is fixed cost.The cost element used for the overhead posting is 655110 (Overhead Surcharge. Other Materials) and the credit object is the warehouse cost center 4130.Save your entries!

a) SAP Reference IMG → Controlling → Internal Orders → Actual Postings→ Overhead Rates → Costing Sheet: Components → Define Credits.Choose Define Credits.Choose Edit → New Entries.Enter Z## in the Credit column.Enter Grp ## OH Credit in the Name column.Choose Enter.Select the line Z##.Double-click Details.In the Set Controlling Area dialog box, enter 1000 in the ControllingArea field and select Enter.Choose Edit → New Entries.Enter the end of the current fiscal year in the Valid to column.Enter 655110 in the Cost Elem. column.Enter 100 in the Fxd% column.Enter 4130 in the Cost Center column.

Choose Save.Go back to the SAP Reference IMG screen. Remain there for the next exercise.

4. Create a costing sheet XYZ## to define the overhead calculation. Name thecosting sheet OH Costing Sheet ##. The base X## that you created in exercise 1 should be assigned in the first row (row 10). The overhead rate Y## that youcreated in exercise 2 and the credit key Z## that you created in exercise 3 should be assigned in the second row (row 20). Remember to reference your second row to your first row and to carry out a check for errors. Save your costing sheet.

a) SAP Reference IMG → Controlling → Internal Orders → Actual Postings→ Overhead Rates → Maintain Calculation ProceduresChoose Maintain Calculation Procedures.Choose Edit → New Entries.Enter XYZ## in the Costing Sheet column.Enter OH ## Costing Sheet in the Description column.Choose Enter.Select the line XYZ##.Double-click on Costing sheet rows.Choose Edit → New Entries.In the first row, enter:- 10 in the "Rows" column.- X## in the "Base" column.In the second row, enter:- 20 in the "Rows" column.- Enter Y## in the Overhead column.- Enter 10 in the From column.

- Enter 10 in the To Row column.- Enter Z## in the "Credit" column.Choose Save.Go back. (F3)Choose Check (pushbutton).As long as no errors are found, go back to the SAP Reference IMG screen.

5. Assign the overhead costing sheet XYZ## to your marketing brochure order (inthe period-end closing view in the master record).

a) SAP Easy Access Menu → Internal Orders → Master Data → SpecialFunctions → Order → ChangeEnter your marketing brochure order in the Order field.Choose Enter.Select the Prd-end closing tab.Enter XYZ## in the "Costing Sheet" field. Choose Save.

Task 2:Calculate the actual overhead for your marketing brochure order and review theposting.

1. Review the costs in the marketing brochure order before calculating theoverhead. Call up the Orders: Actual/Plan/Variance report for your marketingbrochure order in controlling area 1000 in the current period. What are thetotal costs on your order?

a) SAP Easy Access menu → Internal Orders → Information System →Reports for Internal Orders → Plan/Actual Comparisons → Orders:Actual/Plan/VarianceEnter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter the number of your marketing brochure order in the first .Orvalue(s). field.Choose Execute.EUR 7,500, cost element 417000

2. Calculate the actual overhead for your order for the current period and currentfiscal year. Run it in Test and select Dialog display. What is the amount ofoverhead that will be applied to your order?

a) SAP Easy Access Menu → Internal Orders → Period-End Closing →Single Functions → Overhead Rates→ Actuals: Individual ProcessingEnter the number of your marketing brochure order in the Order field.Enter the current period in the Period field.Enter the current fiscal year in the Fiscal Year field.Check the Test Run box.Choose Dialog display.Choose Execute.Check your results.Choose Back to go to the Basic list screen.Choose Back to go back to the initial screen.Choose Continue to clear the information message.Remain in the Actual Overhead Calculation: Order screen for the nextexercise.EUR 750 (10% actual overhead rate)

3. Calculate the actual overhead in a real production run.

a) Deactivate the Test run box.Choose Execute.

4. Once the overhead has been posted, review the costs for your marketingbrochure order. Call up the Orders: Actual/Plan/Variance report for yourmarketing brochure order for the current period. What are the total costs on your order?

Enter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter your marketing order number in the first .Or value(s). field.Choose Execute.There should be a difference between the original amount (see exercise1) and the current total amount. This difference should be the same as theamount recorded in exercise 2. If not, check that you ran the calculation inproduction mode and not in test mode (see exercise 3). The amounts Willonly be updated correctly in production mode.

Exercise 23: Period-End Closing/Settlement

Task 1:Maintain the settlement rules on your marketing brochure order.

1. Check the settlement parameters in your marketing brochure order masterrecord. What is the settlement profile assignment and the allocation structure?Where does this information come from? Can these assignments be changed?

a) SAP Easy Access Menu → Internal Orders → Master Data → SpecialFunctions → Order → ChangeEnter the number of your marketing brochure order in the Order field.Choose Settlement rule.Choose Goto → Settlement parameter.The settlement profile is 20 (internal order). The profile assignment isdefaulted based on the order type.The allocation structure is A1 (CO Allocation Structure). The allocationstructure assignment is defaulted based on the settlement profile. Theseassignments can be changed in each order.

2. Maintain the actual settlement rules. The marketing brochure order costs shouldbe settled periodically to the cost centers 4240 and 4250. Because cost center4240 needs more marketing brochures, 75% of the costs will be settled to thiscost center and 25% will be settled to cost center 4250.

Check your settlement rules.Save your entries!

a) Go back to the Maintain Settlement Rule: Overview screen.In the first row, enter:- CTR in the Cat field.- 4240 in the Settlement receiver field.- 75 in the % field.- PER in the Settlement type field.In the second row, enter:- CTR in the Cat field.- 4250 in the Settlement receiver field.- 25 in the % field.- PER in the Settlement type field.- Choose Check.Choose Continue to delete the information message.If no errors were found, choose Save.

Task 2:Carry out a settlement run for your marketing brochure order.

1. First of all, run the actual settlement for your marketing brochure order in a testrun to verify the configuration. Calculate the costs for the current period.Check the costs that have been settled to each cost center.What settlement cost element is being used?Where are the settlement cost elements assigned?

a) SAP Easy Access menu → Internal Orders → Period-End Closing →Single Functions → Settlement → Individual ProcessingEnter the order number of your marketing brochure order in the Orderfield.Enter the current period in the Settlement period field.Enter the current period in the Posting period field.Enter the current fiscal year in the Fiscal year field.Choose .Automatic. as the processing type.Check the Test run box.Choose Execute.Click on the Detail lists icon.Place your cursor on an amount.Choose Receiver to display the cost element information.The costs for cost center 4240 should be three times greater than those forcost center 4250 (settlement rule 75%/25%).The settlement cost element is 650000 (ORS Order Settlement). Thesettlement cost elements are assigned in the configuration of the settlementstructure.

In this instance, the settings are based on the values in the allocationstructure A1 and assignment 03 and 22.

2. Then process the actual settlement in production to post the settlementtransaction.

a) Deactivate the Test run box.

Choose Execute.

Task 3:Examine the effects of settlement of your marketing brochure order in the informationsystem.

1. Check the balance of your marketing brochure order. Call up the Orders:Actual/Plan/Variance report for the current period. What is the balance onyour order?

a) SAP Easy Access menu → Internal Orders → Information System →Reports for Internal Orders → Plan/Actual Comparisons → Orders:Actual/Plan/VarianceEnter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter the number of your marketing brochure order in the first .Orvalue(s). field.Choose Execute.The balance should be zero (blank).

2. Examine the costs that have been settled to each cost center (4240 or 4250).Call up the Cost Centers: Actual/Plan/Variance report for the current period.Execute the report for each of the cost centers and the settlement cost element (650000).

Go to the Actual Line Items report and switch to the Secondary costs: Valuesettlement layout so you can see the partner objects of the transactions. Yourmarketing brochure order should be displayed as a partner object.

a) Accounting → Controlling → Cost Center Accounting → InformationSystem→Reports for Cost Center Accounting→Plan/Actual Comparisons→ Cost Centers: Actual/Plan/VarianceEnter 1000 in the Controlling area field.Enter the current fiscal year in the Fiscal year field.Enter the current period in the From period field.Enter the current period in the To period field.Enter 0 in the Plan version field.Enter the cost center numbers 4240 to 4250 in the first .Or value(s). field.Enter the cost element 650000 to 651000 in the .Or value(s). field.Choose Execute.Double-click the report line for cost element 650000.Double-click Cost Centers: Actual Line Items.Choose Settings → Layout → Choose.Double-click Secondary costs: Value settlement.

Unit 9

Exercise 24: Planning Configuration

Task 1: The layouts in the SAPEASY planner profile are designed for price planning and not for planning activity output. Using a template, configure an existing, simple layout to create a new layout corresponding to the diagram below.

Figure 123: Simple layouts

1. Create a planning layout for the planning area activity type planning and call it PL## Prices & Services. Use layout 1-262 (central price planning, simple layout) as a template.

a) SAP Reference IMG → Controlling → Cost Center Accounting →Planning → Manual Planning → User-Defined Planning Layouts →Create Layouts for Activity Type Planning → Create Planning Layoutb)

Choose Create.

2. Place your cursor in the L (long text) column. Enter the column (element) with the key figure Plan Activity. Confirm the element definition.

a) Place your cursor in the .L. (long text) column.Edit → Element → Insert ElementSelect Key figure with characteristics.EnterEnter the Plan activity key figure.Confirm the element definition.

3. Place your cursor in the L (long text) column. Enter the column (element) withthe Attribute Allocation Cost Element. Branch from the element definitionscreen to the text maintenance screen and enter AllocCElem as a short text. Copythe short text and confirm your entries.Save your planning layout.

a) Place your cursor in the .L. column.Edit → Element → Insert ElementSelect Attribute.EnterSelect the AllocCElem attribute.EnterIcon Change short, middle, and long textsChange the short text to AllocCElem.Icon Copy short textConfirm the element definition.Save your data.

Task 2:Carry out the following task:

1. Assign your planning layout to planner profile Z-##.

a) SAP Reference IMG → Controlling → Cost Center Accounting →Planning → Manual Planning → Define User-Defined Planner Profilesb) Select Z-##.In the dialog structure, go to General Controlling.Select Cost Centers: Activities/prices.In the dialog structure, go to Layouts Controlling.Choose New Entries.Add your PL## layout.Save the data.

Exercise 25: Planning Process

Task 1:Carry out the following task:

1. To avoid errors and to simplify data entry, you should define the basic data forplanning in your user settings. You want to create plan values for the entirecurrent fiscal year in version 0.

Hint: All the plan data for this unit will be for periods 1 to 12 of thecurrent fiscal year. This means you have some actual data that hasalready been posted with which to compare your plan data.

a) Cost Center Accounting:Information system → User settingsb) Choose the Planning period tab page.Field Name or Data Class ValuesFiscal year CurrentPeriod from 1 to 12Save your data.

Task 2:First of all, plan the statistical key figures. These figures serve as a reference for costelement planning (for example, do IT costs vary according to the number of PCs) andare the basis for plan allocations.

1. Use the SAPEASY planner profile for planning the statistical key figures, or, ifyou did the optional planning layout exercises, use planner profile Z-##.

a) Cost Center Accounting:Planning → Set Planner Profileb)Planner profile SAPEASY or Z-##Enter

2. Use planning layout 1-362 for central planning. In this layout, you plan onestatistical key figure on several cost centers. Plan the statistical key figureTELE## to the cost centers belonging to cost center group B##. Use form-basedentry.

Enter the following plan values.

Save your entries but do not exit the layout.

a) Cost Center Accounting:Planning → Statistical Key Figures → Change→ Goto → Next Layout (1-362)b)Field Name or Data Class ValuesVersion: 0Period from 1Period to 12Fiscal year CurrentCost center group B##Statist. Key Figure TELE##InputForm-based SelectGoto → Overview ScreenCost Center 201## 202## 203## 301## 302##Current planvalue120.000 120.000 -- 420.000 180.000DK 1 1 1 1 1Save your data.

3. Plan the statistical key figure PC## to the cost centers belonging to cost centergroup B##. Use form-based entry. Enter the following plan values.

Save your entries but do not exit the layout.a) Change the value in the field Statistical key figure in the planning entryscreen.Statist. Key Figure PC##Goto → Overview ScreenCost Center 201## 202## 203## 301## 302##Current planvalue2 5 -- 18 12DK 1 1 1 1 1Save your data.

4. Plan the statistical key figure KM## to the cost centers belonging to cost centergroup B30##. Use form-based entry. Enter 447,387.26 mi for cost center 301#(FI/CO consultant) and 223,693.63 mi for cost center 302# (LO consultant).Save your entries.a) Change the values of the fields cost center group and statistical key figurein the planning entry screen.Cost center group B30##Statist. Key Figure MI##Goto → Overview ScreenCost Center 301## 302##Current plan value 720.000 360.000DK 1 1Save your data.

Task 3:

Plan the activity types for cost center 301## (FI/CO consultant) and 302## (LOconsultant). As you already entered the prices when you maintained the master data,you only need to plan the activity quantity.

Hint: If you did not work through the exercise on planning layouts, or if forany reason you cannot access your own planning layout for activity typeplanning, use planner profile SAPALL for this exercise.

1. Plan the activity quantities of activity type J## in your planning layout PL## inplanner profile Z-## (or 1-202 in planner profile SAPALL) for the consultingcost centers (cost center group B30##).Choose free entry.

a) Cost Center Accounting:Planning → Set Planner Profile → Z-##Cost Center Accounting:Planning → Activity Output/Prices → Change →Goto → Next Layout (PL##)

b) or Cost Center Accounting:Planning → Set Planner Profile → SAPALLActivity Output/Prices → Change (Layout 1-201)

Goto → Overview Screen

2. Plan 12,000 junior consultant hours for cost center 301# (FI/CO consultant)and 9,600 for cost center 302# (LO consultant). The plan activity is to bedistributed evenly across all posting periods. Check the setting on the periodscreen. Save your plan.

a) In layout 1-201 you go to the next cost center.Goto → Next CombinationCost Center 301## 302##Plan activity 12.000 9.600DK 1 1Place your cursor in the .Plan Activity . column Goto → Period screen.Save your data.

3. Plan activity type S## for the consulting cost centers (cost center group B30##).Choose free entry.

a) In the initial screen for planning, change the value in the Activity type field.Activity Type S##Goto → Overview Screen

4. Plan 12,000 senior consultant hours for cost center 301# (FI/CO consultant) and9,600 for cost center302# (LO consultant). The plan activity is to be distributedevenly across all posting periods.Save your plan.

a)Cost Center 301## 302##Plan Activity 12.000 9.600DK 1 1Place your cursor in the .Plan Activity . columnGoto → Period screen.Save your data.

5. Call the Cost Centers: Planning Overview for periods 1 through 12 of thecurrent fiscal year and cost center 301## (FI/CO Consulting).Check your entries.a) Cost Center Accounting:Information System → Reports for Cost CenterAccounting → Planning Reports → Cost Centers: Planning OverviewField Name or Data Class ValuesCost Center 301##Fiscal Year currentPeriod 1 to 12Version 0Planning overview → Execute

Task 4:Plan the costs on the cost centers.Hint: If you did not work through the exercise on planning layouts, or if for any reason you cannot access your own planning layout for activity type planning, use planner profile SAPEASY for this exercise.

1. Salary costs (cost element 430000) are planned centrally by the head of the consulting department for all cost centers (B##). The manager presents you with a list of the corresponding plan data and asks you to enter it in the system.Choose planning layout 1-162 for this (Cost element planning: central, simple).The values to be entered are annual values, which are to be evenly distributed across the posting periods.

a) Solution to task 1:Cost Center Accounting:Planning → Set Planner Profile Planner profile SAPEASY or Z-##

b) Solution to task 1-1:Cost Center Accounting:Planning → Cost and Activity Inputs → Change→ Goto → Next Layout (1-162)

c)Field Name or Data Class ValuesVersion 0From period 1To period 12Fiscal year CurrentCost center B##Cost element 430000EntryForm-based SelectGoto → Overview ScreenCost Center 201## 202## 203## 301## 302##Total plannedcosts60.000 252.000 192.000 2.532.000 1.560.000DK 1 1 1 1 1Save your data.

2. The other costs (cost elements 473120 through 477000) incurred by the cost centers (cost center group B##) are planned by the cost center managers themselves, each manager being responsible for these figures. The following graphic lists the plan data of the individual cost centers. Choose planning layout 1-161 (cost element planning: simple layout) in planner profile SAPEASY.The values to be entered are annual values, which are to be evenly distributed across the posting periods. Use form-based entry.

a) Goto → Previous layout (1-161).

b) Field Name or Data Class ValuesVersion 0From period 1To period 12Fiscal year CurrentCost center B##Cost element 473120to 477000EntryForm-based SelectGoto → Overview ScreenTo go to the next cost center, chooseGoto → Next combination

Center Cost element Planned Costs DK101## 473120 . Telephone costs 84.000 1201## 476000 . Office supplies 24.000 1

202## 476100 . IT supplies 98.400 1203## 475000 . Vehicle costs 1.320.000 1

Save your data.

3. Use report Cost Centers: Actual/Plan/Variance to check the results of manual planning for the consulting Cost Centers: Actual/Plan/Variance. Call up the report for the cost center group B## for the current period only, so that you can compare the plan data with the actual data. Use the variant function to review some of your cost center plans.

a) Cost Center Accounting:Information System → Reports for Cost Center Accounting → Plan/Actual Comparisons → Cost Centers:Actual/Plan/Variance

b)Field Name or Data Class ValuesControlling Area 1000Fiscal year CurrentFrom Period 1To Period 12Plan Version 0Cost center B##Program → Execute

Exercise 26: Planning

Task 1:Create a plan for your PC repair/maintenance order using the overall planning and cost element planning functions. Use the overall planning to plan the next two fiscal years.Use overall planning to create a detailed plan for the current fiscal year at cost element level.

1. Using the overall planning function, plan EUR 50,000 for all fiscal years, EUR 16,000 for the next fiscal year, and EUR 17,500 for the following fiscal year. Check and save your order plan.

Caution: Note that when you access unit costing or cost element planning via the overall planning function and select .Save. on the unit costing or cost element planning screens, the data is only

saved temporarily. You must select Save at the overall planning level in order to save the plans for your order properly.

a) SAP Easy Access menu → Internal Orders → Planning → Overall Values→ Change Enter your PC repair/maintenance order number in the Orderfield.Choose Enter.Enter 50000 in the Overall field.Enter 16000 in the field for the next fiscal year.Enter 17500 in the field for the next fiscal year +1.Choose ENTER to view the updated Planned total column.Choose Check.If no errors are found, save your plan.

2. For the current fiscal year and plan version 0, use the overall planning screen toplan EUR 10,000 for direct labor costs (cost element 420000), EUR 3,600 forspare parts (cost element 404000), EUR 400 for office supplies (cost element476000), and EUR 1,000 for IT materials (cost element 476100).

Save your cost element planning information.

a) SAP Easy Access menu → Internal Orders → Planning → Overall Values→ ChangePlace your cursor in the Plan field for the current fiscal year.Choose Extras → Detailed Planning → Primary CostsIn the Total plan costs column, enter:- 10000 for cost element 420000, Direct labor costs.Use the .Position.. pushbutton to navigate more quickly.- 3600 for cost element 404000, Spare parts.- 400 for cost element 476000, Office supplies.- 1000 for cost element 476100, IT materials.Choose Save to temporarily save your cost element plan.Save your overall plan

Exercise 27: Planning Aids

Task 1:

Copy the planning data of all consulting cost centers to the next fiscal year.

1. All plan data of cost center group B## of periods 1 to 12 in the current fiscalyear is copied to the corresponding periods of the following fiscal year inversion 0. Should plan data already exist for these periods, it shall not beoverwritten. Run the copy functions as a Test Run with Details Lists.

a) Cost Center Accounting: → Planning → Planning Aids → Copy → Planto Plan

b)

Select Test run and Detail list.Copy → Execute

2. What type of planning data was copied?Answer: Primary costs, activities, statistical key figurescopy function as an Update Run.

a) Deselect Test run.Copy → Execute

Task 2:Carry out the following task:

1. Check whether the values have been posted to the cost centers. Call the Cost Center: Planning Overview report for the cost center .FI/CO Consulting. (301##), for thenext fiscal year and for periods 1 to 12 in version 0.

a) Cost Center Accounting: →Information System→Reports for Cost CenterAccounting → Planning Reports → Cost Centers: Planning Overview

b)

Planning overview → Execute

Task 3:Use the revaluation function to adjust your copied planning data to any projectedchanges.

1. Create a revaluation called Salary##. This is valid for the next fiscal yearin version 0.

a) Cost Center Accounting: → Planning → Planning Aids → Revaluate →Costs → Extras → Revaluation → Create

b)

Enter

2. Enter Salary Increases of 2% as a short text. The increase affects cost element430000 and applies to all consulting cost centers (B##).

a)

3. Define a cost increase of 2%. Save the revaluation.

a) Goto → Definitionb)

Save your data.

4.Carry out the revaluation Salary## for all periods of the next fiscal year inversion 0. Check the Test run box.

a) On the Plan Revaluation: Initial Screen.

Select Test run and Detail lists.

Transfer Posting → Execute

5. Next, execute your revaluation as an Update Run so that your revaluatedplanning data is posted.

a) Deselect Test run.Transfer Posting → Execute

Task 4:Check the results of the revaluation.

1. Call the Cost Centers: Planning Overview report for a cost center of your choicefor the next fiscal year in version 0. (Not cost center .Telephone., as it doesnot carry salary costs.)

a) Cost Center Accounting: →Information System→Reports for Cost CenterAccounting → Planning Reports→ Cost Centers: Planning Overview

b)

Planning overview → Execute

2. Display the line items for salary costs (cost element 430000).

a) Position your cursor on the report row cost element 430000.Display line items icon

Exercise 28: Budgeting and Availability Control

Task 1:Carry out the following task:

1. In your existing MA## order type, create a new order for collecting the costs of the cell phone marketing campaign. The short text for this order is .Cell Phone## Marketing Campaign..Assign the order to company code 1000, business area 9900, and profit center 1402.

Release the order.

a) SAP Easy Access menu → Master Data → Order Manager → MasterData → CreateEnter MA## in the Order type field.Choose Master Data.Enter .Cell Phone Marketing Group Campaign ##. in the Short text field.Enter 1000 in the Company Code field.Enter 9900 in the Business Area field.Enter 1402 in the Profit Center field.Release the order.Save your order.Make a note of the order number!

Task 2:Carry out the following task:

1. Allocate the marketing campaign a budget of EUR 10,000 for the currentfiscal year.Save your budget

a) SAP Easy Access menu → Internal Orders → Budgeting → OriginalBudget → ChangeEnter the order number for your marketing campaign in the Order field.Choose Enter.Enter 10000 in the Original Budget column for your order for Overalland the Current Fiscal Year.Choose Save.

Task 3:In Customizing, review the availability control for the order type (MA##) of your marketing campaign order and complete the configuration.

1. What budget profile is assigned to your order type?

a) SAP Reference IMG → Controlling → Internal Orders → Budgeting andAvailability Control → Maintain Budget ProfileChoose Maintain budget profiles in order types.Scroll down to your order type MA##.The budget profile assigned to your order type MA## should be 000001.Once you have checked the entries, go back to the SAP Reference IMGscreen.

2. What tolerance limits have been set for this budget profile in controllingarea 1000?

a) IMG → Controlling → Internal Orders → Budgeting and AvailabilityControl → Define Tolerance Limits for Availability ControlFor controlling area 1000, budget profile 000001, a warning message will be displayed if the business transactions performed for an order use up more than 95% of the budget. A warning message will be sent by mail to the budget manager if the business transactions performed for an order exceed 105% of the budget. If the budget is exceeded by 115%, the business transaction will be locked and an error message will be displayed explaining why the transaction cannot be executed.After your review, return to the SAP Reference IMG screen.

3. Enter yourself as the budget manager for order type MA## in controllingarea 1000 and object class OCOST.Use your user ID (AC405-##)

a) IMG → Controlling → Internal Orders → Budgeting and AvailabilityControl → Maintain Budget ManagerChoose Edit → New Entries.Enter 1000 in the COAr (controlling area) field.Enter MA## in the Order type field.Enter OCOST in the ObjCl field.Enter your user ID in the User name field.Choose Save.

Task 4:Post the costs for your marketing campaign to check the availability control functions.

1. Test the tolerance limits by debiting your order with G/L account postings so that all the warning scenarios that have been set up in the system are called up one after the other. (Warning, warning by mail, mail, and error message)

Workplace.

a) SAP Easy Access Menu→Accounting→Financial Accounting→GeneralLedger → Posting → Enter G/L Account DocumentEnter the current date in the Document Date field.Enter 420000 in the Account field.Choose Debit in the D/C field.Enter EUR 9501 in the Amount doc. curr. field.Enter the number of your marketing campaign order in the Order field.Enter 113100 in the Account field.Choose Credit in the D/C field.Enter * in the Amount in doc.curr. field.Choose Enter.Choose Save.Hint: Note the budget warning message.Press Enter to confirm the warning message. Note that the transaction is only posted once you have confirmed the error message. Stay in the Enter G/L Account Document screen for the next exercise.

Repeat the procedure again, but this time post an additional EUR 1,000 to your order using any cost element.Hint: Note the new budget warning message.Press Enter to clear the budget warning message.SAP Easy Access menu → Office → Workplace → InboxDouble-click on the unread messages in your inbox.Double-click on the e-mail message about your order.Now try posting another EUR 1,000 to your order using any cost element.If your availability control settings are correct, an error message will be displayed explaining that all postings to this object are locked.

Test Your Knowledge

1. In the version definition it is possible to display several plan scenarios.

Answer: TrueYou can plan in different versions. For example, you can have an optimistic scenario and a pessimistic scenario.

2. The SAP System always uses version 0 when referencing actual postings.

Answer: TrueVersion 0 is always used when referencing actual postings.

3. The SAP system specifies the planning sequence.

Answer: FalseCost center planning is used differently in almost every organization.

4. The SAP system uses a distribution key for period-related distribution of the totals.

Answer: distribution key

5. Assessment and distribution can also be carried out in the plan.

Answer: TruePeriodic reposting, distribution, assessment and accrual can be executed as actual or planned.

6. Name the planning aids provided by the SAP system.

Answer:. Copy Plan Data or Actual Data to Plan. Revaluation. Transferring Plan Values