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AC050 Lesson: Accounts Receivable Period End

Lesson: Accounts Receivable Period End

Lesson Overview

Inthislesson,wewilllearntoadjustforbaddebtexpenseusingavalueadjustment

program. Wewillalsorunthebalancecarryforwardprogramforacustomer.

Lesson Objectives

After completingthislesson, youwillbeable to:

• DescribetheperiodendprogramsrelevantforAccountsReceivable

• Post value adjustments

• Run the balance carry forward program

Business Example

At monthend, mostorganizationsneedtomakeestimatesof bad debt expense

withtheoffsettoareserveaccount. Thevalueadjustmentprogramcanhelpyou

fine-tuneyour estimate byusingavalueadjustmentkey. Sincethisestimateis

generallymadeforreportingpurposes,thebaddebtexpensetransactionisusually

reversedatthebeginningofthenextmonth. Atyearend,apermanentbaddebt

expense estimate is made.

At the end of the year, the balance carry forward program is run to transfer

balancesfromtheoldfiscal year to the newone.

Closing Operations for Customers

Atthestartofthenewfiscalyear,thebalancecarryforwardprogramisrun,which

ensuresthatthebalanceoncustomeraccountsiscarriedforwardtothenewfiscal

year. Thepostingperiodsoftheoldfiscalyeararethenblockedandthespecial

periods for closing entries are opened.

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Unit5: AccountsReceivable AC050

Figure 126: Customers Closing Operations

After this, balance confirmations are sent, foreign currency documents are

valuated,valueadjustmentsarecarriedoutforbaddebtexpenseestimates, and

accountsreceivablearereclassified intoshort andlong-termcategories for the

financial statement.

The special periods can then be closed.

Balanceconfirmations,foreigncurrencyvaluations,andregroupingsarecarried

out in the same way as in accounts payable. This lesson concentrates on how

value adjustments are performed.

Value Adjustments

You canusea valuation program tocarry out valueadjustments. Theprogram

functionslikethedunningandpaymentprogram. Eachvaluationrunisclearly

identifiedbytheRun dateandIdentificationfields.

Youcanspecifyhowthevaluationistobeexecutedbyenteringparametersfor

thevaluationrun. Youcanusetheparametersof anexistingvaluationrunasa

template. These parameters include the valuation method, valuation area and

posting specifications.

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AC050 Lesson: Accounts Receivable Period End

Figure 127: Valuation Adjustment Program

Thevaluationrunanalyzestheaccountsanddocumentsdefinedintheparameters

and creates a valuation proposal, which can then be edited, if necessary. The

valuations can be:

• Entered manually in the document at an earlier date (individual value

adjustment)

• Determinedusingavalueadjustmentkeycontainedinthecustomermaster

record. Duringthevaluation, acertainpercentageof theoverdueamount

isused. Thenumberofdaysthattherespectiveitemsareoverdueareused

asbasisfor thispercentage(reserveforbaddebt). Severalvaluationkeys

canbecreatedforcustomersofvaryingcreditstrength. Thatway,overdue

accountsreceivablefromweakercustomerswillbereducedmorethanthose

for stronger customers.

Thelaststageofthevaluationprocessisthetransfer. G/Ldocumentspostthe

valuation, and the valuation isalso entered in the valuated documents, so that

the valuation can be traced at any time.

Note: Thevaluationscanbecarriedoutindifferentwaysifthefinancial

statement is created using different sets of accounting standards. The

differing results are then posted to separate accounts that are used in

different financial statement versions.

Note: The valuation run can also be used to discount open accounts

receivable,whichmeanstheyarevaluatedattheirnetpresentvalue. This

is a requirement in some countries.

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Unit5: AccountsReceivable AC050

Calculating Individual Value Adjustments

1. selectAccounting>FinancialAccounting>AccountsReceivable>

Periodic processing > Closing > Valuate > Further Valuations or

transaction F107.

2. Enter the execution dataand an identification for the valuationrun.

Select Maintain.

3. Enterakeydate. Documentswhichhavenotbeenclearedatthisdate,

orwhoseclearingdateisafterthisdate,areincludedintheprogramrun.

4. Entervaluationmethod02foradiscountand03foranindividualvalue

adjustment. Ifyouhavedevelopedyouownfunctionmoduleforthe

calculation, you can enter it here.

5. Enteracurrencytypeandifneeded,analternativevaluationarea.

6. Select the Postings indicator if you want to update the valuation

differences in general ledger accounting. If you do not select this

indicator, thevaluationdifferencesarecalculatedbythesystem, but

theyarenotpostedtogeneralledgeraccounting.

Alsoenterapostingdate, apostingperiod, andadocument typefor

the postings.

7. Enterthenameofabatchinputsession. Postingscontainingerrorsare

placedinthissessionfolder. Youcancorrectthemthere.

8. SelectSelectionOptionsEntertheselectionsyourequire.

Execute the selections with .

9. Saveyourentrieswith andschedulethevaluationrunbyclicking

the Dispatch push button.

10. SelectStart immediatelyandSchedule .

11. After completion of the valuation run, you can process the data in

various ways:

• Youcanchangeorcorrectthevaluation. Todothis,selectEdit

> Valuation run > Change valuations. If you do not want an

automaticcalculationofthevaluationdifference,youcanentera

flat-rate amount here.

• Youcanprintthevaluations. Selectprint.

• You can display the valuations. To do this, select Display or

gotothelist displayviaEdit> Valuationrun> Valuationlist.

Variousfunctionssuchassummationandsortingareavailablein

the valuation list for your use.

• Youcandisplaythevaluationrunlog. Todothis,selectEdit>

Valuation run > Display log

Continued on next page

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AC050 Lesson: Accounts Receivable Period End

• Youcandiscardthevaluationbydeletingthevaluationrun. Todo

this, select Edit >Valuationrun>Delete.

12. Onceyouhaveeditedthevaluationselectforwardtoposttheentries.

Here, the amount is posted to the account you have set up for this

purpose in Customizing.

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Unit5: AccountsReceivable AC050

Lesson Summary

You should now be able to:

• DescribetheperiodendprogramsrelevantforAccountsReceivable

• Post value adjustments

• Run the balance carry forward program

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AC050 Unit Summary

Unit Summary

You should now be able to:

• Maintain an AR master record in FI

• Describe the role of an account group

• Createandchange customer invoices in FI

• Post a manual incoming payment

• Perform the dunning run

• DescribethemostimportantorganizationalunitsinSalesandDistribution

• DescribethebasicsalesprocessinSalesandDistributionandtraceitseffects

in external Accounting

• Maintain credit management master data

• Check and release blocked SDdocuments

• Analyse Customer Credit Information

• Produce some standard correspondence

• UsetheAccountsReceivableInformationSystem

• DescribetheperiodendprogramsrelevantforAccountsReceivable

• Post value adjustments

• Run the balance carry forward program

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UnitSummary AC050

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AC050 Test Your Knowledge

Test Your Knowledge

1. The definesthescreenlayoutofthecustomer

masterrecord. Theaccountgroupisassignedanumberrange.

Fillintheblankstocompletethesentence.

2. The general data section of the customer master record must be created

separatelyforeverycompanycodethatdoesbusinesswiththatcustomer.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

3. The ties the posting of a

customer to the general ledger.

Fillintheblankstocompletethesentence.

4. Whenashortpayforanincomingpaymentisprocessedusingthepartial

paymentmethod,theinvoicebeingpartiallypaidisclearedandanewopen

itemintheamountofthepaymentdifferenceiscreated.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

5. Miscellaneous invoices that do not pertain to a sales order can only be

enteredinARusingtheEnjoydocumententryscreen.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

6. Howcanyoutell if acustomerhasbeendunned?

Choosethecorrectanswer(s).

□ A Lookinthecorrespondencesectionofhismasterrecord

□ B Look at the lineitems inhisaccount usingthedunning screen

layout

□ C Both A and B

□ D None of the above

7. A sales area consists of a , a

,anda .

Fillintheblankstocompletethesentence.

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TestYourKnowledge AC050

8. Whenadeliveryisinitiallycreated,accountingtransactionsareautomatically

generated.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

9. When the billing document is created in Sales Order Management, an

accounting document that debits and credits

isautomatically generated.

Fillintheblankstocompletethesentence.

10. Theorganizationalelementthatisrequiredtomaintaincreditlimitsisthe

Choosethecorrectanswer(s).

□ A Controlling area

□ B Sales area

□ C Credit control area

□ D None of the above

11. Ifthevalueof asalesorderwouldputacustomer overitscreditlimit,the

sales order cannot be created.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

12. Thelimitthat specifiesthat asinglecredit control areacannothavemore

than a certain amount of the total limit is set up for a customer in which

segmentofthecreditmanagementmasterrecord?

Choosethecorrectanswer(s).

□ A Overview

□ B General data

□ C Credit control area data

□ D None of the above

13. You can run a report with up-to-date information at any time in the AR

Information System.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

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AC050 Test Your Knowledge

14. TheEarlyWarninglistblockssalesordersforprocessingdependingonthe

credit status of the customer account

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

15. Whichofthefollowingtransactionscancorrespondencebeissuedfrom?

Choosethecorrectanswer(s).

□ A Line Item Display

□ B Print Correspondence

□ C Incoming Cash Posting

□ D Master Record Display

16. A mustbeenteredinacustomer's

masterrecordsothatcustomercanbeincludedinthevaluationprogramto

estimate bad debt expense.

Fillintheblankstocompletethesentence.

17. The value adjustment program makes the following posting,

which is cancelled at the beginning of the next month.

Debit: . Credit:

Fillintheblankstocompletethesentence.

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TestYourKnowledge AC050

Answers

1. TheAccountgroupdefinesthescreenlayoutofthecustomermasterrecord.

Theaccount group isassigned anumber range.

Answer: Account group

2. The general data section of the customer master record must be created

separatelyforeverycompanycodethatdoesbusinesswiththatcustomer.

Answer: False

Thegeneraldatasectionexistsjustonceandcontainsdatathatpertainsto

all company codes.

3. Thereconciliationaccounttiesthepostingofacustomertothegeneralledger.

Answer: reconciliation account

4. Whenashortpayforanincomingpaymentisprocessedusingthepartial

paymentmethod,theinvoicebeingpartiallypaidisclearedandanewopen

itemintheamountofthepaymentdifferenceiscreated.

Answer: False

This statement pertainsto a residual item.

5. Miscellaneous invoices that do not pertain to a sales order can only be

enteredinARusingtheEnjoydocumententryscreen.

Answer: False

Miscellaneous invoices can also be entered in AR using the traditional

Complexscreen. Inthiscase,postingkey01isenteredtodebitthecustomer.

6. Howcanyoutellif acustomerhasbeendunned?

Answer: C

Thesystemtracksdunningnoticessentbyfillinginthedateandlevelofthe

last dunning noticesent in both the correspondencesectionof themaster

record and in the document(s) dunned.

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AC050 Test Your Knowledge

7. Asalesareaconsistsofasalesorganization, a distributionchannel, anda

division.

Answer: salesorganization,distributionchannel,division

8. Whenadeliveryisinitiallycreated,accountingtransactionsareautomatically

generated.

Answer: False

Theaccountingtransactionisnotcreateduntilpostgoodsissueoccurs. At

thatpoint,costofgoodssoldisdebitedandinventoryiscredited.

9. When the billing document is created in Sales Order Management, an

accounting document that debits the customer and credits revenue is

automatically generated.

Answer: the customer, revenue

10. Theorganizationalelementthatisrequiredtomaintaincreditlimitsisthe

Answer: C

CompanyCodesareassignedtocreditcontrolareas. Inthesecreditcontrol

areas, the credit limits for the respectively assigned Company Codes are

maintained.

11. Ifthevalueofasalesorderwouldputacustomerover itscreditlimit,the

sales order cannot be created.

Answer: False

Depending on the configuration of the credit management module, there

arechoicesastowhathappenswhencreditlimitsareexceeded. Itisvery

commonforasalesorderthatputsacustomeroveritslimittobesaved,but

the sales order is blocked for delivery.

12. Thelimit thatspecifiesthatasinglecredit control areacannot havemore

than a certain amount of the total limit is set up for a customer in which

segmentofthecreditmanagement master record?

Answer: B

Generaldatacontainsinformationthatpertainstoallcreditcontrolareas,

suchasthetotallimitallowedforallcreditcontrolareasandhowmuchof

thatlimit asinglecredit control areacan have.

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TestYourKnowledge AC050

13. You can run a report with up-to-date information at any time in the AR

Information System.

Answer: False

Youmustcreatetheevaluationsbeforerunningthereports. Theinformation

in the AR Information System is only as current as the last time the

evaluationswere run viareport RFDRRGEN.

14. TheEarlyWarninglistblockssalesordersforprocessingdependingonthe

credit status of the customer account

Answer: False

TheEarlyWarninglistdoesnot block Sales Orders. It determineswhich

customersincreditmanagementareviewedascriticalcustomersaccording

to selection criteria that you input.

15. Whichofthefollowingtransactionscancorrespondencebeissuedfrom?

Answer: A, B, C

Correspondence can be issued whilst in any of thetransactions A, B and

C.Infactcorrespondencecanbeissuedautomaticallyifpaymentreasons

are configured for incoming cash.

16. Avalueadjustmentkeymustbeenteredinacustomer'smasterrecordsothat

customer can be included in the valuation program to estimate bad debt

expense.

Answer: value adjustment key

One can create several value adjustment keys for various groups of

customers. That way, accounts receivable that are overdue for weak

customerscanbereducedbyahigherpercentagethanforstrongcustomers.

17. The value adjustment program makes the following posting, which is

cancelledatthebeginningofthenextmonth. Debit: Reserveforbaddebt.

Credit: Value adjustment receivables .

Answer: Reserveforbaddebt,Valueadjustmentreceivables

Ifthisposting isnot made, call up thecorresponding error batch session:

F107–Name of Run.

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Unit 6

Introduction to Management

Accounting

Unit Overview

This unit discusses the general tasks of Management Accounting and gives

an overview of its components. It shows how the Management Accounting

componentsareinterrelatedandhowtheyinteractwithotherSAPapplications.

Unit Objectives

After completing thisunit, you will beableto:

• DescribethedifferentcomponentsofManagementAccountingandexplain

what they are used for.

• Explain the most important integration points between Management

Accounting components

• ExplainthemajorintegrationpointsbetweenManagementAccountingand

other SAP applications

• Identify the basic organisational units that are relevant to Management

Accounting

• ExplaintherelationshipsbetweenManagementAccountingorganisational

unitsandother SAPsystemorganisational units

Unit Contents

Lesson: Introduction to Management Accounting..........................378

Lesson: Integration within CO and with other SAP Applications .........394

Lesson: Organisational Structures for Management Accounting.........399

Exercise 15: Organizational Units and Structures .....................403

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Unit6: IntroductiontoManagementAccounting AC050

Lesson: Introduction to Management Accounting

Lesson Overview

ThislessondescribesthedifferentmajorcomponentsofManagementAccounting

and shows how they interact and how financial data flows between them and

other components of the SAP system

Lesson Objectives

After completingthislesson, you will beable to:

• DescribethedifferentcomponentsofManagementAccountingandexplain

what they are used for.

Business Example

Your initial focus is to gain an understanding of the purpose of Management

Accounting and how it works with Financial Accounting to provide financial

and controlling information.

Components of Controlling

ManagementAccountingconsistsofseveralcomponentsasshowninthefigure.

The black arrows between thedifferent Management Accounting components

display the typicalflowof cost andactivity quantities(suchasworking hours)

between these components. These costs can be transferred as an overhead

allocationtoaproductionorder. Thecostscouldalsobechargedasoverheadto

thesameproductionorder asworking hours, meaningthelabor costscould be

calculatedbymultiplyingthenumberofhoursbyaspecifichourlyrate.

Similarly, costs from Overhead Cost Controlling (CO-OM) and Product Cost

Accounting (CO-PC) can flow into Profitability Analysis (CO-PA), where,

togetherwithrevenuedata,theycanbeusedtocalculateoperatingresults,making

itpossibletoestablishhowprofitablethevariousareaare.

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AC050 Lesson: Introduction to Management Accounting

Figure 128: Controlling Architecture

OtherSAPapplicationscanpostcostsorrevenuestoManagementAccounting.

PostingstoanexpenseaccountinFinancialAccounting,forexample,cancause

costpostingsinCO-OM.Inthesameway,FinancialAccountingcanpostrevenues

directly to CO-PA. Cost flows also occur between Financial Accounting and

CO-PC,whichiswhererawmaterialcostsincurredintheproductionprocessare

entered. Inaddition,thereisaflowbackintoFinancialAccountingifproduction

costshavebeenactivatedasafinishedproductorWIP(workinprocess).

Other mySAP ERP components such as Human Capital Management and

Logistics(materialsmanagement,sales,andproductionplanning)areintegrated

with Management Accounting, as can be seen in the logistics process flow

(procurement, production, warehouse, and sales) in the figure showing the

Controlling architecture.

Overhead Cost Controlling

ThemainpurposeofOverheadCostControlling(CO-OM)istotakecoststhat

cannotbeassigneddirectlytothegoodsandservicesofacompanyandallocate

themasfarasispossibleaccordingtotheircause. Accountassignmentobjectsfor

suchcostsincludecostcentersandinternalorders,forexample. Thismeansthat

withintheplanningprocessitispossibletoplannotjustcostsbutalsointernal

activitiesthatcanthenbeusedtocalculatepricesfortheactivitytypes. If,during

thecourseoftheyear, activitiesaresuppliedfromthecostcenterstoothercost

centersor even to theshop floor area ofthecompany, the activities– with the

pricesvaluated–flowtothecorrespondingreceivers(consumers). Attheendof

theperiod,theoverheadcostobjectbalancesarecalculatedandthenallocatedto

ProductCostAccountingorProfitabilityandSalesAccounting.

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Unit6: IntroductiontoManagementAccounting AC050

Product Cost Controlling

ProductCostAccountingtakesthecostsforproducinggoodsandservices(and,

incertaincases,alsotheirsalesrevenues)andsettlesthemtofinancialaccounting

or to profitability and sales accounting.

Profitability and Sales Accounting

Profitability and Sales Accounting is used for enterprise planning. Its main

focus, however, is the determination of the business profit and loss in actual.

Twoviewsarealwaysusedforthispurpose: theexternalviewinthemarketfor

analyzingprofitabilitysegments(ProfitabilityAnalysis)andtheinternalviewof

individualpartsofthecompanyresponsibleforprofit(ProfitCenters). Ofcourse

ProfitCentersarepartofFinancialAccountingandnotControlling.

Tasks of Controlling

The maincomponentsof Management Accounting areused for different tasks

and types of analysis:

• Classify Costs and Reconcile Data

• Control and allocate overhead costs

• Evaluate the Cost of Goods or Services

• Analyse Profit

Figure 129: Typical Tasks in Management Accounting

CostElementAccountingclassifiesthecostsandrevenuespostedtoManagement

Accounting. It also enables you to reconcile costs between Management

Accounting and Financial Accounting.

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AC050 Lesson: Introduction to Management Accounting

OverheadCostControllingexaminestheoriginofcostsinthefunctionalareas

ofanenterprise. Overheadcostsincludecoststhatcannotbedirectlyassignedtoa

productoraservice. Itisoftendifficulttodeterminewhatcausedoverheadcosts.

Activity-BasedCosting(ABC)providesyouwithmorewaysofallocatingcosts.

ProductCostAccountingisusedforcostingandevaluatingthecostofgoods

manufacturedforaproductandthecostsassociatedwithprovidingaserviceor

whencarryingoutaproject(planandactual). Thiscomponentprovidestoolsfora

comprehensiveanalysisofthevalue-addingprocessesinanenterprise.

Profitability Analysis deals mainly with analyzing the effects of enterprise

activitiesontheexternalmarket. Itenablesyoutodeterminehowsuccessfulthe

enterpriseisindifferentmarket segments(product divisions, for example) and

howprofitability hasevolved over aperiodoftime.

ProfitCentersanalyzethesuccessoftheresponsibilityareasoftheenterprise.

Theycanbeusedtorepresenttheinternalmarketintheenterprise,particularlyif

multiplevaluationapproachesandtransferpricesareused.

Overview of the Controlling Components

Figure 130: Cost and Revenue Element Accounting

The cost flow in Management Accounting can make it necessary to reconcile

internalandexternalaccounting. CostandRevenueElementAccountingisthe

ManagementAccountingcomponentthatsupportsthisreconciliationrequirement.

Overhead Cost Controlling

Overhead costs are costs that cannot be assigned directly to cost objects (for

example, production orders).

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Thepercentageofoverheadintotalcostshasrisensharplyinrecentyears. The

numberofworkersemployedinoverheadareasgrewfrom25to30%inthe1950s

tomorethan50%today. Overheadhasgrowninbothmanufacturingandservice

organizations. ResearchintheUnitedStatesrevealedthatoverheadaccountsfor

approximately 80% of the costs inthemechanical engineering and electronics

industries. Asoverheadgrows,theproportionofdirectlyassignableproduction

costsshrinks. Consequently,itisbecomingincreasinglyimportanttoanalyzeand

control overhead costs.

Figure 131: Cost Center Accounting

CostCenterAccounting isusedtodeterminewherecostsareincurredinyour

organization. Whencostsareincurred,youassignthemtothecorrespondingcost

center or you post them to this cost center. These costs can include personnel

costs,rentalcosts,oranyothercoststhatcanbeassignedtoanexistingcostcenter.

Youassigneachcostcentertoacostcentertype(forexample,administrationcost

centersorproductioncostcenters). Inthemasterrecordforeachcostcenter,there

is afield forthenameof the cost center manager.

Thepostingandassignmentofcoststocostcenterssupportsnotonlymanagement

accounting,butmoreimportantly,isalsoasignificantrequirementforusingthe

other ManagementAccountingcomponents. Thefollowingtypicalapproaches

canbeusedfordefiningcostcenters: functionalrequirements,allocationcriteria,

activities provided, geographical location, and the area of responsibility. The

selected approachshould, however, beused consistently throughout the entire

enterprise.

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AC050 Lesson: Introduction to Management Accounting

Cost centerscanbegroupedtogether toprovidesummary cost information. In

fact,afundamentalrequirementforimplementingCostCenterAccountingisthe

creationofastandardhierarchyforacontrollingarea. Thestandardhierarchy

reflectsthewholestructureofallcostcentersinthecontrollingarea,andprovides

cost totals at each node of the structure.

Figure 132: Internal Orders

Aninternalordercanbeusedtotrackcostsandrevenues(insomecases)within

a controlling area. You can use internal orders for planning, monitoring, and

allocating costs.

Internalorderscanbesplitintofourcategoriesdependingonthepurpose:

• Overheadcostorders: usedtomonitoroverheadcoststhatareincurredfora

certainpurpose,suchasholdingatradefair,orfordocumentingcosts,such

as for maintenance and repair tasks

• Investmentorders: usedtomonitorcoststhatareincurredforanassetunder

construction, forexample,abuildingorawarehouse

• Accrual orders: offsetting entry of accrual costs (calculated costs in

Management Accounting) to cost centers

• Orderswithrevenues: usedascostobjectssothatcostsandrevenuescanbe

tracked

CostCenterAccountinganswersthequestionofwherecostswereincurred,while

Activity-Based Costing answers the question of why (for what purpose) costs

were incurred.

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Figure 133: Activity Based Costing

Traditionally,overheadcostsareallocatedfromcostcenterstocostobjectsusing

variousmethods,suchaspredefinedoverheadratesandactivityallocation.

Activity-BasedCosting(ABC),however,assignsthecoststobusinessprocesses

regardless of which organizational unitscaused thecosts. A businessprocess

is a cross-functional object that can use the resources of any cost center in a

controlling area.

Activity-Based Costing is an enhancement to the existing cost management

functions. Overheadcostsarestillassignedtocostcenters. Thecostcentersthat

use resources necessaryfor the process allocatethe resultingresource costs to

theprocess. (Example: Apurchasingcostcenterallocatesthecostsincurredin

preparing and distributing a quotation inquiry to a procurement process.) The

processesarethenusedbycostobjects(suchasproductionorders)andthecosts

allocated to those cost objects. Process costs that are not assigned to any cost

objectaretransferredtoCO-PAtoenablemorepreciseandcompletesettlement

of the overhead costs.

Costdriverscanbeusedasabasisforallocatingprocessquantities. Inprinciple,

anyinformationthatexistsintheSAPsystemorthatyouprovidecanbeusedas

acostdriver. Examplesofpossiblecostdriversincludeoutputquantityorscrap

quantityofaproductionorder; number ofprocessedsalesorder items; number

ofnetworkoperationsforaproject;andinformationfromthematerialorservice

master.

Product Cost Controlling

Product Cost Controlling is concerned withall aspects of planning the cost of

producingproductsorservices,aswellastrackingandanalyzingtheactualcosts.

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Figure 134: Product Cost Controlling Overview

Product Cost Planning is used to estimate the costs to produce goods or

services. If a quantity structure (bill of material and routing) is available in

the Manufacturing Planning component of the SAP system, the system can

automaticallycreateacostestimatebased onthisdata. If no quantitystructure

isavailableintheSAPsystem,youcaneitherenterthecostingitemsmanually

withtheunitcostingtoolortransferthemautomaticallyfromanon-SAPsystem

using batch input.

Figure 135: Product Cost Planning

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ProductCostPlanningcananswermanycommonquestions:

• What are the cost of goods manufactured and cost of goods sold for our

product?

• Isitpossibletomanufacturetheproductatthismarketprice? Whatisour

price limit?

• Isitmorecost-efficienttoproduceinsmallerorlargerlotsizes?

• Whatisthestructureofourcosts? Howhighareourmaterialcostscompared

to labor costs?

• Whataretheeffectsoncostsofimprovingtheproductionprocess?

• Whichpartsoftheorganizationcontributetothecostoftheproduct?

• Inwhichplantwouldproductionbemostefficient?

• What is the impact of energy costs and machinery depreciation on my

product (primary costs)?

• Isexternalprocurementlessexpensivethanon-siteproduction?

InCostObjectControlling,thecostsincurredduringproductionofaproductor

servicearecollectedoncostobjects(suchasproductionorders). Severaldifferent

typesofcostobject areavailable, depending onyour requirements. Thesecost

objectsincludesalesorders,productionorders,processorders,andproductioncost

collectors. Whenyourunperiod-endclosing,CostObjectControllingcalculates

work in process, scrap costs, and variances.

Cost Object Controlling focuses on simultaneous costing and the period-end

closing.

• Actualproductioncostsarecumulatedalongsiderawmaterialconsumption

whencompletingthework. Thisinformationallowsyoutocompareplanned

andactualcostsforanyphaseoftheproductionprocess.

• Period-endclosingcalculatesthevalueofgoodsstillinproduction(workin

process) andthevariancesbetweenthecostestimateandtheactualcosts,

and settles them to other components such as Profitability Analysis and

Financial Accounting.

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AC050 Lesson: Introduction to Management Accounting

Figure 136: Cost Object Controlling

CostObjectControllingincludesthreeprincipalsteps: preliminarycostingofthe

costobject,simultaneouscosting, andperiod-endclosing.

Preliminarycostingreferstothecalculationofplannedcostsforacostobject,

suchasaproductionorder. Planvariancescanbedeterminedbycomparingthe

resultsofthepreliminarycostestimateoftheorderwiththestandardcostestimate

based ontheoutput to beproducedwiththeorder.

As raw materials are consumed in production (after being either issued from

inventoryorpurchasedexternally),theirvalueisassignedtotheappropriatecost

object. (Aconfirmationisthetransactionthatisusedtodocumentthecompletion

ofagivennumberofunitsofanactivity.) Similarly,ifagivenquantityofunitsof

anactivitytype(suchashoursof direct labor) areperformed intheproduction

scenario, the value of that activity is also accumulated on the cost object. In

simultaneouscosting,costsareassignedtocostobjectsduringproductionwith

thesametransactionthatdocumentstheissueofamaterialorperformanceofan

activity. Simultaneouscostingissometimesreferredtoasthevaluationofquantity

flows on a cost object.

Period-end closingreferstothetasksperformedattheendof eachaccounting

period. These tasks include calculating applicable overhead costs, work in

process(WIP),variances,andsettlement(whichpassesinformationtoFinancial

Accounting and Profitability Analysis).

Actualcostingwiththematerialledgerisusedtoprovideactualcostsforeach

materialattheendoftheperiod. Materialsandtheirmovementsarevaluatedwith

astandard priceduringtheperiod. Any varianceswithrespectto thisstandard

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Unit6: IntroductiontoManagementAccounting AC050

arecollectedinthematerialledgerwheninvoicesarereceivedororderssettled.

Duringperiod-endclosing, thesevariancesareusedtocalculateanactual price

for the material in the closed period.

Actualcostingcalculatesactualproductcostsattheendoftheperiod. Theresult

of thiscalculation can be transferred to the material master dataasa weighted

average price for the closed period and used for account-based valuation of

warehouseinventory. Thevaluesconnectedwiththesemovementsarecollected

in the material ledger. You can use the single-level and multilevel material

settlement functions to calculate the actual cost of goods manufactured at the

end of the period.

Thematerialledgercollectsdataformaterialswhosemasterdatahasbeensaved

inamaterialmasterrecord. Thematerialledgerusesthisdatatocalculateprices

thatareusedtovaluatethesematerials. Thematerialledgerformsthebasisfor

actual costing and enables inventory valuation to be carried out in up to three

currencies and/or valuation methods.

As the subledger for materials, the material ledger is a prerequisite for using

multiple valuation approaches. In addition to the standard situation where the

inventoryvalueofstockmanagedonavaluebasisisupdatedinonlyonecurrency

(companycodecurrency),thematerialledgerenablesyoutomanagethematerial

inventoryvalueintwomorecurrencies. Thusallgoodsmovementsinthematerial

ledgerareupdatedinuptothreecurrenciesorvaluationmethods.

The conversion into foreign currency amounts takes place using historical

exchange rates (valid when the posting is carried out). The material ledger

gives companies in countries with high inflation rates the option of managing

their material inventoryin ahard currency so theycanclearly seetheeffect of

inflationonthematerialinventoryvalue. Whenactualcostingisimplemented,

the system can use the periodically collected values toautomatically calculate

newinventoryvaluesandvaluationpricesindependentlyofoneanotherandin

different currencies and valuation methods.

Withtransfer pricing, the material ledger is used to save the three different

valuation approaches.

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AC050 Lesson: Introduction to Management Accounting

Figure 137: Material Ledger and Actual Costing

Youcanassignthevariancespermaterialattheendofaperiodusingsingle-level

price determination. You can also proportionally assign the cumulated price

differences to the ending inventory quantity and material consumption for

the period.

Atthesametime,theperiodicunitpricefortheinventorycanbevaluatedusing

theactualpricefortheperiod. Pricedifferencesassignedtoconsumptionremain

inpricedifferenceaccounts. Whenyousettleanorder,thesystemcalculatesthe

pricedifferencesthatoccurredduringproductionfortherespectivematerials.

Inaddition,multilevelpricedeterminationcanprojectthevariancesthatoccur

at higher levels of the production process using a multilevel actual quantity

structure. Through the quantity structure, a type of actual BOM, the system

knowswhichmaterialswereusedtoproducewhichhigherlevelproducts. You

can thencalculate thepricefor thefinishedgoods.

Youcanalsorolluppricedifferencesfromrawmaterialstosemifinishedgoods

and to the finished product.

Afterexecutingmultilevelpricedetermination,youcanrecognizetheactualprices

per material (raw materials, semifinished goods, and finished products) using

actualcosting. Actualpricesaretherealpricesforactualquantitiesorprocured

quantity per period.

You can also revaluate your products or raw materials using the actual

price.Revaluationallowsyoutouseactualcostinginparallelwithyourstandard

costaccountingbecausethevaluesfromyourstandardcostaccountingprocedures

arenotdebitedorcreditedduringsubsequentadjustments.

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Unit6: IntroductiontoManagementAccounting AC050

Profitability Analysis

You can use Profitability Analysis (CO-PA) to analyze the profitability of

segmentsin your external market. These segmentscan bedefined byproduct,

customer, geographical area, or other characteristics, and by your internal

organizationalunits,forexample,companycodesorbusinessareas. Theaimof

profitabilityanalysisistoprovidetheboardof directors, salesanddistribution,

marketing,planning,andothergroupsinyourorganizationwithmarket-oriented

decision support.

Figure 138: Profitability Analysis

ProfitabilityAnalysissupportssalesanddistribution,productmanagement, and

company-wide planning and decision making using an external view with a

market-orientedperspective. Marketsegmentsaredefinedbysuchcharacteristics

as product, product group, customer, customer group, or geographical area or

region.

Youcananalyzetheprofitabilityofaparticularproductgroupthatyouareselling

toacertaincustomer(oracertaincustomergroup). YoucansetupProfitability

Analysis so it uses characteristics that are relevant for defining the market

segmentsofyourenterprise. Eachuniquecombinationofcharacteristicvalues(for

example,saleofproductAtocustomerY)definesaprofitabilitysegment.

You also need to specify which of the values that affect profitability are to be

analyzed for this object. These values are key figures. You can, for example,

define which revenue types and expense/cost categories are to be used for

determiningavalueforthetrademarginaccordingtotherequirementsof your

enterprise. ProfitabilityAnalysisalsogivesyoutheoptionofchoosingrelevant

valuesforthedifferentusersofyourenterprise. Ifdifferenttypesofusersdefine

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AC050 Lesson: Introduction to Management Accounting

the trade margin differently (for example, Profitability and Sales Accounting

versusproductmanagement),youcandefinedifferentkeyfiguresforeachtrade

margin according to each specificrequirement.

Profitability Analysis includes a multidimensional reporting tool for creating

reportsthatanalyzedataforanymarketsegmentandanyprofitabilitymeasure.

Figure 139: Types of Profitability Analysis

ProfitabilityAnalysisisanapplicationinManagementAccounting. Twoversions

areavailableforprofitabilityreporting: costing-basedandaccount-based.

Costing-based Profitability Analysis

• Has reports that display values by value field (flexibly defined key

figures)

• Canbeexpandedwithotheranticipatedvalues,suchasaccruedfreight

costs

• Uses special database tables

• Producesrevenuesandcostofsalessimultaneouslywhenthebilling

document is calculated

Account-based Profitability Analysis

• Hasreportsthatdisplayvaluesbycostelementandrevenueelement

• ReconcilesdirectlywithFinancialAccountingataccountlevel

• SharesdatatableswithotherManagement Accountingapplications,

such as Cost Center Accounting

• Postsrevenueswhenthebillingdocumentiscreated,butupdatescost

of sales at the point of goods issue

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Unit6: IntroductiontoManagementAccounting AC050

Figure 140: Methods of Profitability Accounting

Twomethodscanbeusedtocompileprofitabilityreports: cost-of-salesaccounting

andperiodaccounting. Bothmethodsdeliverthesameresultsiftheyareapplied

tothesamebusinesstransactionsandarebasedonthesameaccountingstandards.

Companies must decide on one of the two methods when they compile

their external financial reports. The choice of method is often prescribed by

country-specific factors. However, the methods support two different types

of analysis, both of which can be useful. Consequently, for internal reporting

purposesitcanbeappropriatetousebothmethodsinparallel.

Incost-of-salesaccountingthefocusisoncomparingrevenuesfromgoodsand/or

servicesthatweredeliveredorprovidedwiththecosts/expensesforthoseitems.

Thismethodprovidesprofitandlossinformationthatisparticularlyusefulwith

differenttypesofcontributionmarginanalysis. Forthisreasonitisrecommended

for marketing and product management.

Periodaccountingdeterminestherevenuerealizedfortheperiodandthevarious

costsandexpenses(such aspersonnel costsand depreciation). Italsoincludes

thechangesintheinventoryvalue,workinprocess,andassetsthathaveoccurred

duringtheperiod. Thismethodisusefulformeasuringtheprofitabilityofprofit

centers.

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AC050 Lesson: Introduction to Management Accounting

Lesson Summary

You should now be able to:

• DescribethedifferentcomponentsofManagementAccountingandexplain

what they are used for.

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Unit6: IntroductiontoManagementAccounting AC050

Lesson: Integration within CO and with other SAP

Applications

Lesson Overview

ThislessonusescostallocationstoshowtheinteractionamongtheManagement

Accounting components anddescribeshowManagementAccounting interacts

withotherSAP applicationsin themySAPERP solution, suchasProcurement

andLogisticsExecution, Production, andSalesandService. Youwill seehow

ManagementAccountingdrawsitsstrengthfromanintegratedviewofallrelevant

datafromobjectssuchassalesordersthatbearrevenuesorcosts.

Lesson Objectives

After completingthislesson, you will beable to:

• Explain the most important integration points between Management

Accounting components

• ExplainthemajorintegrationpointsbetweenManagementAccountingand

other SAP applications

Business Example

Beforeyoucan implement Management Accounting successfully, you needto

understandtheflowofcoststhathaveadirectimpactonManagementAccounting.

Flow of Values Within Management Accounting

Costsincurredinonepartoftheenterpriseareoftenpassedontoadifferentpartof

theenterprise. Forexample,youcanpassonoverheadcostsfromadministrative

cost centers to production cost centers. Overhead costs are then passed on to

productionprocesses. Thesedirectservicesandprocessesareassignedtogether

withthedirectmaterialconsumptiontospecificordersforspecificproductsand

servicesthat arethenmadeavailabletothecustomer.

Because other SAP applications generate data that has a direct impact on

ManagementAccounting,theremustbeamechanisminplaceforpassingthisdata

ontoManagementAccounting. ThismechanismisCostandRevenueElement

Accounting.

If you purchase non-stock material, an expense is posted to the Financial

AccountinggeneralledgerviatheGLaccount. Atthesametime,theexpenseis

postedascoststotheappropriatecostcenterusingaprimarycostelement. The

costsfromthiscostcentercanthenbepassedontoaproductioncostcenterlater

asoverheadcostsusingasecondarycostelement. Itisnotappropriatetorepresent

thissecondarycostflowfortheoverheadcostsinFinancialAccounting.

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AC050 Lesson: Integration within CO andwithother SAP Applications

ValuesflowbetweentheManagementAccountingcomponentsformanydifferent

purposes.

WithintheOverheadCostControllingarea,costscanbepostedtocostcenters,

internalorders,andprocessesfromotherSAPR/3applications(externalcosts).

Cost centers can then allocate costs to other cost centers, to orders, and to

processesinActivity-BasedCosting(ABC).Activity-BasedCosting,inturn,can

passcoststocostcentersandorders. Internalorderscansettlecoststocostcenters

andtoprocessesinActivity-BasedCosting(aswellastootherorders).

Figure 141: Integration within CO

Central cost flows can exist between Overhead Cost Controlling and Product

Cost Controlling. Cost objects (such as production orders) can receive direct

costpostingsfromFinancialAccounting(assignmentofinvoicereceipttoacost

object), costsfrom cost centers(if productionactivitiesarecarriedout orfrom

overheadaccounting),costscalculatedfrominternalorders, andcostsallocated

from Activity-Based Costing processes.

Profitability Accounting componentsalsoaretightlyintegratedwith Overhead

ManagementandProductCostControlling. ProfitCentersareupdatedfromall

other Management Accounting components.

InadditiontodirectpostingsfromFinancialAccounting, ProfitabilityAnalysis

can receive cost assessments from cost centers and Activity-Based Costing

processes, settlements of cost from internal orders, and production variances

settled from cost objects.

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