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Unit9: Planning,BudgetingandAvailabilityControl AC405

3. UsereportCostCenters: Actual/Plan/Variancetochecktheresultsofmanual

planningfortheconsultingCostCenters: Actual/Plan/Variance. Callupthe

reportforthecostcentergroupB##forthecurrentperiodonly,sothatyou

cancomparetheplandatawiththeactualdata. Usethevariantfunctionto

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

FieldNameorDataClass Values

Controlling Area 1000

Fiscal year Current

From Period 1

To Period 12

Plan Version 0

Cost center B##

Program → Execute

Task 5: Optional

Inyour plan, create acycle andasegment to allocate the planned costsfor the

“telephone” cost center to other cost centers.

1. CreateaplancyclePRPC##forperiodicrepostingfortheTelephonecost

center. UsetheactualcyclePU##asthesourcetocopyfrom. Startthecycle

on thefirst day of thecurrent fiscal year.

a) Cost Center Accounting:Planning → Planning Aids → Periodic

reposting →Extras→ Cycle →Create

FieldNameorDataClass Values

Cycle Name PPU##

Start Date 01.01. Currentfiscalyear

Template

Cycle Name PU##

Enter

Continued on next page

416

FieldNameorDataClass	Values
Controlling Area	1000
Fiscal year	Current
From Period	1
To Period	12
Plan Version	0
Cost center	B##

FieldNameorDataClass	Values
Cycle Name	PPU##
Start Date	01.01. Currentfiscalyear
Template
Cycle Name	PU##

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AC405 Lesson: Planning Process

2. In the first segment, change the variable portions type field to Plan

statisticalkeyfigures. Runaformalcheckonthecycleandthesegment.

Save your entries.

Hint: NotethattheSender valueshaveautomaticallybeenset to

planned values (Plnd. Vals).

a) Goto → Segments Overview

Select the first segment.

Click the Choose icon.

ChangetheVariableportionstypefieldtoPlanstatist. keyfigures.

TypeofVariablePortions Statist. Plannedstatisticalkeyfigures.

Cycle → Check → Formal Check

Save your data.

Task 6: Optional

Executetheperiodicrepostingintheplanforthe“Telephone”costcenter.

1. Intheplan,runtheperiodicrepostingforyourPRPC##cycleforperiods1

through12ofthecurrentfiscalyear. ChooseTestRunandDetailLists.

a) Goto → Back (twice).

FieldNameorDataClass Values

Period 1 to 12

Fiscal Year Current

Select Test run and Detail lists.

Cycle Name PPU##

Periodic Transfer Posting → Execute

Continued on next page

417

FieldNameorDataClass	Values
Period	1 to 12
Fiscal Year	Current

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Unit9: Planning,BudgetingandAvailabilityControl AC405

2. Execute the periodic reposting as an Update Run so that the results are

actually posted.

a) Returntotheinitialscreenforplanperiodrepostings.

Deselect Test run.

Periodic Transfer Posting → Execute

Task 7: Optional

Check the results of the automatic planning.

1. Callthecostcenters: Actual/PlanVariancereportforthecurrentperiod,

planversion0, andconsultingcostcentergroupB##.

a) Cost Center Accounting:Information System → Reports for Cost

Center Accounting → Plan/Actual Comparisons → Cost Centers:

Actual/Plan/Variance

FieldNameorDataClass Values

Controlling area 1000

Fiscal year Current

From Period 1

To Period 12

Version 0

Cost center B##

Program → Execute

2. Usethevariationfunctiontocheckthecostcenterplanningforcostcenter

101##(Telephone)andforoneofthereceivercostcenters.

Answer: Clickon the NavigationOn/Officon

Go to the Variation: Cost center window.

Double-clickonacostcentertocallupthecorrespondingreportandcheck

the results of the automatic planning.

Continued on next page

418

FieldNameorDataClass	Values
Controlling area	1000
Fiscal year	Current
From Period	1
To Period	12
Version	0
Cost center	B##

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AC405 Lesson: Planning Process

Task 8: Optional

Createanassessmentcyclewithwhichtoallocatethecostsofthe“Organization”,

“IT Services”, and “Motor Pool”cost centers.

1. CreateaplancyclePA##for theplanassessmentoftheabove-mentioned

costcenters. UsetheactualassessmentcycleASSE## asasourcetocopy

from. Startthecycleonthefirstdayofthecurrentfiscalyear.

a) Cost Center Accounting:Planning→ Allocations →Assessment →

Extras → Cycle → Create

FieldNameorDataClass Values

Cycle Name PASSE##

Start Date 01.01. Currentfiscalyear

Template

Cycle Name ASSE##

Enter

2. Displaythesegmentsinthesegmentoverviewscreen.

a) Goto → Segments Overview

3. Becausethe“ITServices”and“MotorPool”costcentersusethePortionsof

actualstatisticalkeyfiguresoptionasabasisforallocationincycleA##and

thisfigureisvariable,youneedtochangethesettingsintheplanassessment

cycle. InthesegmentIT-Serv##, changetheVariableportionstypefield

to Plan statistical figures.

a) Select the IT-SERV## segment.

Click the Choose icon.

ChangetheVariableportionstypefieldtoPlanstat. keyfigures

TypeofVariablePortions Statist. Planned statistical key

figures.

Save your data.

ConfirmtheCustomizingorderdialogbox,ifitappears.

4. Change the Variable portion type field to Planned statistical key figures

in the MOTO## segment (if you did the optional exercise to create an

allocationstructure, usesegmentMOTO##new).

Continued on next page

419

FieldNameorDataClass	Values
Cycle Name	PASSE##
Start Date	01.01. Currentfiscalyear
Template
Cycle Name	ASSE##

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Save the data.

a) Goto → Segments Overview

SelecttheVEHIC##orVEHIC##NEW segment.

Click the Choose icon.

ChangetheVariableportionstypefieldtoPlanstat. keyfigures

TypeofVariablePortions Statist. Planned statistical key

figures.

Save your data.

Task 9: Optional

Execute your plan assessment.

1. RuntheplanassessmentintheTestrunforyourcycle(PA##)forperiods1

through12ofthecurrentfiscalyear. ChooseDetailList.

a) Goto → Back

FieldNameorDataClass Values

Period 1 to 12

Fiscal Year Current

Select Test run and Detail lists.

Cycle Name PASSE##

Assessment → Execute.

2. NowruntheassessmentasanUpdateRunsothattheallocationsareactually

posted.

a) Returntotheinitialscreenforplanassessment.

Deselect Test run.

Assessment → Execute.

Continued on next page

420

FieldNameorDataClass	Values
Period	1 to 12
Fiscal Year	Current

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AC405 Lesson: Planning Process

Task 10: Optional

Check the resultsof the automatic planning.

1. Callthecostcenters: Actual/PlanVariancereportforthecurrentperiod,

planversion0,andconsultingcostcentergroupB##.

a) Cost Center Accounting:Information System → Reports for Cost

Center Accounting → Plan/Actual Comparisons → Cost Centers:

Actual/Plan/Variance

FieldNameorDataClass Values

Controlling area 1000

Fiscal Year current

From Period current

To Period current

Version: 0

Cost Center Group B##

Program → Execute

2. Checkwhethercostcenters201##(Organization),202##(ITServices),and

203## (Motor Pool) havebeen creditedinfull.

a) Click the Navigation On/Off icon.

Goto the Variation: Cost centerwindow.

Double-clickeachcostcenterintheconsultingcostcentergrouptocall

upthecorrespondingreport,andcheckthecredits.

Allcostcentersarecompletelycreditedbytheplanassessment.

3. Whataretheactualbalances(over-absorptionorunder-absorption) of the

consulting cost centers?

301##(FI/COconsultant) -138.084,75

302##(LOconsultant) -117.915,25

Whatconclusionscanbedrawnfromtheresultswithregardtotheactivity

type price?

Answer: The plan prices that were set manually have been set too high

inrelation totheactual costs. Thismeansthatthecostcentershavebeen

over-credited.

Continued on next page

421

FieldNameorDataClass	Values
Controlling area	1000
Fiscal Year	current
From Period	current
To Period	current
Version:	0
Cost Center Group	B##

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Unit9: Planning,BudgetingandAvailabilityControl AC405

4. The actual credits to both consulting cost centers are lower than the plan

credits.

What is the reason for this?

Answer: Theactualactivityofthejuniorconsultantis200hourslessthan

planned.

5. Theactualcostsforcostcenter301##(FI/COconsultant)arelowerthanthe

plancosts,whereastheactualcostsforcostcenter302##(LOconsultant)

are greater than the plan costs.

Analyzethereasonsfor thisforbothcostcenters.

301## (FI/CO consultant)

302## (LO consultant)

Answer: Normally,thecauseofanactual/planvarianceisalowerorhigher

debit of actual costs thanoriginallyplanned.

Costcenter301##actualcosts(debits)werelowerthanplannedduemainly

to salary, training, and vehicles costs.

Costcenter302##wasalsoduemainlytosalary,training,andvehiclescosts,

as well as use of IT services.

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AC405 Lesson: Planning Process

Lesson Summary

You should now be able to:

• Execute a manual planning process.

• Listtheoptionsavailableunderautomaticplanning

• Describe final planning activities

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Lesson: Advanced Planning Techniques for Internal

Orders

Lesson Overview

Youlearnaboutspecialplanningmethodsforoverheadcostordersandperform

overallanddetailedplanningforanorder. Thedifferencesbetweenplan-integrated

andnon-planintegratedordersareillustratedandEasyCostPlanningisintroduced.

Lesson Objectives

After completingthislesson, you will beable to:

• Describe different planning methods

• Explain the plan profile

• Performoverallanddetailedplanningontheinternalorder

• List the options for automatic planning

• Distinguishbetweenorderswithandorderswithoutintegratedplanning

• Describe Easy Cost Planning

Business Example

The IDES Group management is concerned with controlling expenditure.

However,theyhavenotyetdeterminedhowtheywanttoaddressthisrequirement

in the SAP System. Your task is to explain the difference between planning

andbudgetingforoverheadcostorders. Youhavespokentoseveralcostcenter

managersandhavefoundthattherearemanydifferentwaysinwhichtheywould

like to use the overhead order functions.

Somemanagerswanttoplantheirordersingreatdetail,whileotherswanttoplan

moregenerally. Theyalso want to knowhowto handle ordersthat arecreated

duringthefiscalyearand,therefore,notincludedintheinitialplanningprocess.

Manyareconcernedthatusingthisapplicationwillincreasetheamountofmanual

planning that is required of them.

Youneedtopreparearesponsetothesemanagers,describinghowtheSAPsystem

supports order planning.

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Figure 138: Planning versus Budgeting

Duringorderplanning,youentercosts,activitiesandbusinessprocessesthatyou

expect to incur duringthelife cycle of an order. With order planning, you can

compareplanandactualcosts,andcarryoutdifferentiatedvarianceanalysis.

Youadministratetheapprovedcostframeworkforanorderoranordergroupusing

BudgetManagement. Thebudgetistheapprovedcoststructureforanorderand

differsfromthecostplaninthatitisbinding. Thebudgetisthedevicebywhich

managementapprovestheexpectedcostsforanorderoveragiventimeframe.

Youcanenter theorder budgetmanuallyor copy budgetinformationfromany

plan version.

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Figure 139: Planning Scope and Methods

Costplanningisgenerallyperformedonorderswithlongdurations. Ordersthat

only exist for averyshort period, such as orders for unexpected small repairs,

are usually not planned.

Internalorderplanningprovidesthreedifferentlevelsofcostplanning:

• Overallplanningisthesimplestwayofplanningcostsfororders. Youcan

estimate overall and annual values for an order separately from the cost

element.

• Whenmoredetailedinformationisavailableforaninternalorder,youcan

use primary and secondary cost and revenue planning. This type covers

the planning of primary costs, activity inputs, and revenues in manual

planning. Inautomaticplanning,youcanchargetheorderwithoverheads,

distributioncosts,periodicrepostingcosts,assessmentcosts,indirectactivity

allocationcosts,processcosts,andsettlementcosts. Iftheorderisintegrated

intoplanning, youcancarryoutaplancreditusingperiodicrepostingsor

settlement.

• If you have access to more detailed information on sources of supply,

quantities,andprices,youcanperformunitcosting. Withunitcostingyou

can planonelevelbelowthecostelement level.

Youcanplanstatisticalkeyfiguresasabasisforallocationsandasameansto

calculatethemanagementkeyfiguresforyour orders.

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Figure 140: Planning Profile forOverall Planning

Foroverallplanning,youneedtocreateaplanningprofile(notaplannerprofile)

and assign it to the order type. Of courseyou can use delivered standard SAP

profiles as well.

Within the profile you can specify the time horizon and whether you want to

plan on a yearly or overall basis.

Pleasenotethatonlythosecostcenters,costelements,activitytypesandstatistical

keyfiguresthatareorganizedintogroupsandstoredintheplanningprofilecan

be taken into account during planning.

For unitcosting, youneedtodefineandassignacostingvariant(CO-PC).The

costingvariantwillbetheinterfacetothebillofmaterials,materialmasterdataand

routing(theso-calledquantitystructure)thatyouneedforplanningonthislevel.

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Figure 141: Overall planning

Overallplanningisthemostbasicformoforderplanning. Here,youcreateaplan

byestimatingthelikelycoststhatwillbeincurredforanorder. Inadditiontothe

detailed,costelement-basedplanningvaluesusedincostcenteraccounting,you

canalsosavegeneraloverallplanningvaluesforeachfiscalyearseparatelyfrom

cost elements. You maintain these valuesat the same time you maintain those

from cost element planning and unit costing.

Youcanplaneitheroverallvaluesorvaluesforindividualyears. Duringoverall

planning,youneedtocreateaplanningprofileandstoreitintheordertype.

You cancall up theprimarycostplanning, unit costing, revenueplanning, and

activityinput planning functionsstraight from the overall planningscreen. As

wellastheOverallValuescolumn,thesystemalsodisplaystheplannedtotal,the

unit costing values, and the cost element plan. The total planned value is the

sumofallthecostplanningformsused(overall,costandrevenueelement,unit

costing, and activity input planning).

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Figure 142: Versions: Settings forIntegrated Planning

Youcanplanyourinternalordersinmultipleversions.

Whenyoucreateacontrollingarea,theSAPsystemautomaticallycreatesversion

000,whichisvalidforfivefiscalyears. Youcanalsoplanalternativeversions.

Note that the SAP system always uses version 000 when referencing actual

postings.

Alternativeversionsonlyallowyoutostoreplanningdataforinternalorders,or,if

youareusingtransferprices,itwillallowyoutostoreparallelvaluations.

Therearetwoindicatorsusedforintegratedplanningintheversion:

• Integrated Planning

– This indicator governs whether planning data is passed on to Profit

CenterAccountingandtheSpecialPurposeLedger. Italsoensuresthat

eachplanningchangeisdocumentedwithaplanlineitem.

• Integratedplanningwithcostcenters/businessprocesses

– To ensure that internal order planning is included in Cost Center

Accounting and Activity-Based Accounting, this indicator must be

active in the plan version.

Touseintegratedplanningforindividualorders,youalsoneedtosettherelevant

indicator in theorder master. You can createa default setting for this in the

order type.

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Figure 143: Effectsof Plan-Integrated Orders onPlanning

Withinintegratedplanningforinternalorders,youcanintegratecostelement

andactivityinputplanningforaninternalorderintocostcenterorbusinessprocess

planning. All the planned business allocations on the internal order are then

automaticallyupdatedonthesender/receivercostcenteroronthesender/receiver

business process.

You can only use integrated planning for internal orders if the internal order

alreadyexistswhenthecostcentersareplanned. Inthecaseoflongtermorders,

you can use integrated planning.

• If you are planning activity inputs for an integrated planning order, the

plannedactivityisupdatedtothecostcenterprovidingtheactivity.

• During planned settlement of the order, the order costs are debited from

the receiver.

• Overheadcalculationsonplan-integratedordersdebittheinternalorderand

credit a cost center.

• Ifyouareusingassessmentanddistribution,theplannedcostsofasender

costcenterareallocatedbasedonpre-definedassessmentanddistribution

keys.

• Periodicrepostingsofplan-integratedorderstocostcentersaresupported.

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Figure 144: Copy Actual to Plan or Plan to Plan

Youcancopybothactualvaluesandplannedvaluesfrominternalordersintoa

plan version.

The actual business transactions are assigned to the corresponding, manually

planned business transactions.

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Exercise 26: Planning

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Planordersusingtheoverallplanningfunctionandusetheoptionsavailable

fordetailedplanningwithcostelementsorunitcosting.

Business Example

Basedonyourdiscussionswiththecostcentermanagers,youknowthattheIDES

Group usestheoverallplanningfunctionsto producepreliminary plansfor the

future. Foreachfiscalyear,unitcostingisusedtoproducemoredetailedplanning

atcostelementoractivitylevel,inparticularforshort-termorders.

Totestthisfunction,youwillbeusingcostelementplanningtocreateacurrent

fiscal year plan for your PC repair/maintenance order. Since this isa standing

order, youcreateanoverallplanforthefollowingtwofiscalyears. Youusethe

unitcostingfunctiontocreateaplanfor yourmarketingbrochureorder forthe

currentfiscalyear. Becausethisisashort-termindividualorder,nootherplanning

is required.

Task 1:

CreateaplanforyourPCrepair/maintenanceorder usingtheoverallplanning

andcostelementplanningfunctions. Usetheoverallplanningtoplanthenext

two fiscal years.

Use overallplanning tocreate adetailedplanfor thecurrent fiscal year at cost

element level.

1. Usingtheoverallplanningfunction,planEUR50,000forallfiscalyears,

EUR 16,000 for thenext fiscal year, and EUR 17,500 for thefollowing

fiscal year. Check and save your order plan.

Caution: Notethatwhenyouaccessunitcostingorcost element

planningviatheoverallplanningfunctionandselect“Save”onthe

unitcostingorcostelementplanningscreens,thedataisonlysaved

temporarily. YoumustselectSaveattheoverallplanninglevelin

ordertosavetheplansforyourorderproperly.

2. For the current fiscal year and plan version 0, use the overall planning

screen to plan EUR 10,000 for direct labor costs (cost element420000),

EUR 3,600 for spare parts (cost element 404000), EUR 400 for office

supplies (cost element 476000), and EUR 1,000 for IT materials (cost

element 476100).

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Save your cost element planning information.

Task 2: Optional

Usetheunitcostingfunctiontoproduceaplanforyourmarketingbrochures

for the current fiscal year.

Usetheoverallplanningscreentobranchtounitcosting.

1. Useunitcostingtoplantheanticipatedcostsforthepublicationofyourcell

phone marketing brochures.

UsetheVariableitem categoryfor yourentries.

Youneedtoorder60hoursofprinting,atacostofEUR50perhour.

Plan 2 daysof photographic services at EUR 1,000 per day. Plan both

itemsusingthecostelement417000(PurchasedServices).

Defineasubtotalrow(categoryS)forTotalPurchasedServices.

You alsoneed packagingmaterialsfor your brochures. Plan5000 pieces

of packaging at EUR 1 each. These costs should be planned using the

packaging materials cost element405000.

Createatotalsrow(categoryS)fortheTotalUnitCostingPlan.

Save the order plan.

2. Call up the Orders: Actual/Plan/Variance report for your marketing

brochures for the whole fiscal year.

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Solution 26: Planning

Task 1:

CreateaplanforyourPCrepair/maintenanceorder usingtheoverallplanning

andcostelementplanningfunctions. Usetheoverallplanningtoplanthenext

two fiscal years.

Use overallplanning tocreate adetailedplanfor thecurrent fiscal year at cost

element level.

1. Usingtheoverallplanningfunction,planEUR50,000forallfiscalyears,

EUR 16,000 for thenext fiscal year, and EUR 17,500 for thefollowing

fiscal year. Check and save your order plan.

Caution: Notethatwhenyouaccessunitcostingorcost element

planningviatheoverallplanningfunctionandselect“Save”onthe

unitcostingorcostelementplanningscreens,thedataisonlysaved

temporarily. YoumustselectSaveattheoverallplanninglevelin

ordertosavetheplansforyourorderproperly.

a) SAP EasyAccessmenu →Internal Orders→ Planning → Overall

Values → ChangeEnter your PC repair/maintenanceorder number

in the Order field.

Choose Enter.

Enter 50000 in the Overall field.

Enter16000inthefieldforthenextfiscalyear.

Enter17500inthefieldforthenextfiscalyear+1.

ChooseENTERtoviewtheupdatedPlannedtotalcolumn.

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 to plan EUR 10,000 for direct labor costs (cost element420000),

EUR 3,600 for spare parts (cost element 404000), EUR 400 for office

supplies (cost element 476000), and EUR 1,000 for IT materials (cost

element 476100).

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Save your cost element planning information.

a) SAP Easy Accessmenu→ Internal Orders → Planning → Overall

Values → Change

PlaceyourcursorinthePlanfieldforthecurrentfiscalyear.

ChooseExtras→DetailedPlanning→PrimaryCosts

In the Total plan costs column, enter:

-10000forcostelement420000,Directlaborcosts.

Usethe“Position…”pushbuttontonavigatemorequickly.

- 3600for costelement 404000, Spareparts.

- 400forcostelement476000, Officesupplies.

- 1000forcost element476100, IT materials.

ChooseSavetotemporarilysaveyourcostelementplan.

Save your overall plan

Task 2: Optional

Usetheunitcostingfunctiontoproduceaplanforyourmarketingbrochures

for the current fiscal year.

Usetheoverallplanningscreentobranchtounitcosting.

1. Useunitcostingtoplantheanticipatedcostsforthepublicationofyourcell

phone marketing brochures.

UsetheVariableitem categoryfor yourentries.

Youneedtoorder60hoursofprinting,atacostofEUR50perhour.

Plan 2 daysof photographic services at EUR 1,000 per day. Plan both

itemsusingthecostelement417000(PurchasedServices).

Defineasubtotalrow(categoryS)forTotalPurchasedServices.

You alsoneed packagingmaterialsfor your brochures. Plan5000 pieces

of packaging at EUR 1 each. These costs should be planned using the

packaging materials cost element405000.

Createatotalsrow(categoryS)fortheTotalUnitCostingPlan.

Save the order plan.

a) EnterthenumberofyourmarketingbrochureorderintheOrderfield.

Choose Enter.

Ensurethatthecursorisinthefieldforthecurrentfiscalyear.

Continued on next page

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Choose Extras → Unit Costing.

ConfirmthedialogboxcontainingthecostingvariantPC02.

For item 1, enter:

- V in the Category column.

- 60 in the Quantity column.

- H in the Unit of Measure field.

-PrintingServicesintheDescriptioncolumn.

- 50 in the Price - Total field.

- 417000 in the Cost element column.

For item 2, enter:

- V in the Category column.

- 2 in the Quantity column.

- D(days) inthe Unit of Measurefield.

-PhotographicServicesintheDescriptioncolumn.

- 1000 in the Price - total field.

- 417000 in the Cost Element column.

For item 3, enter:

- S in the Category column.

- Place the cursor in the Formula field. Either double-click on the

lineorselectInsert TotalsItem. Theformula=(1:3)shouldappear

in the Formula column.

-TotalPurchasedServicesintheDescriptionfield.

For item 4, enter:

- V in the Category column.

- 5000 in the Quantity column.

-PC(pieces)inthe Unitof measurecolumn.

- Packaging in the Description field.

- 1 in the Price - total field.

- 405000 in the Cost Element column.

For item 5, enter:

- S in the Category column.

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

-PlacethecursorintheFormulacolumn. SelectInsertTotalsItem.

Theformula=(1:5)shouldappearintheFormulacolumn.

-TotalUnitCostingPlanintheDescriptionfield.

-ChooseENTERtoviewtheresultsintheValue–Totalcolumn.

SelectSavetotemporarilysaveyourunitcostingplan.

ChooseSave tosavethechangestotheorderplan.

2. Call up the Orders: Actual/Plan/Variance report for your marketing

brochures for the whole fiscal year.

a) SAPEasyAccessmenu→InternalOrders→InformationSystem→

ReportsforInternalOrders→Plan/ActualComparisons→Orders:

Actual/Plan/Variance

Enter1000in theControllingareafield.

EnterthecurrentfiscalyearintheFiscalyearfield.

Enter 1 in the From period field.

Enter 12 in the To period field.

Enter 0 in the Plan version field.

Enterthenumberofyourmarketingbrochureorderinthe“Orvalue(s)”

field.

Choose Execute.

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AC405 Lesson: Advanced Planning Techniques for Internal Orders

Lesson Summary

You should now be able to:

• Describe different planning methods

• Explain the plan profile

• Performoverallanddetailedplanningontheinternalorder

• List the options for automatic planning

• Distinguishbetweenorderswithandorderswithoutintegratedplanning

• Describe Easy Cost Planning

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Lesson: Planning Aids

Lesson Overview

Youcanuseseveralplaningaidstospeeduptheentryofplandata.

Lesson Objectives

After completingthislesson, you will beable to:

• ExplaintheplanningaidsprovidedbytheSAPsystem

Business Example

Youwishtouseseveralplanningaidstosimplifyandspeeduptheentryofplan

data.

Copy Plan Data or Actual Data to Plan

Figure 145: Copy Plan Data or Actual Data to Plan

Tospeedupplanningdataentry,youcanobtaintheplanvaluesbycopyingplan

or actual data.

If you want to reuse large parts of your manual planning from the previous

yearforyourcurrentfiscalyear,ortotransferplanvalueswithinafiscalyearto

a different period, or to generatealternateversions, you can usethetoolCopy

planning.

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AC405 Lesson: Planning Aids

By using the Copy planningfunction, youcan select areferenceversion anda

targetversiontocopyvaluesfromoneversiontoanother.

You can copy:

• Within fiscal years, versions, and cost centers

• Betweendifferentfiscalyears, periods,andversions

To assist your manual planning, you can select and copy posted actual data

from costcenters. You canonlyusethisfunctiontocopytransactionsthatyou

can plan manually.

Theselectioncriteriaforactualdataarecostcenters(allcostcenters,costcenter

groups,orindividualcostcenters),fiscalyearandfrom/toperiods. Youcanalso

specify which actual data is to be copied.

Itispossibletoselectanyvaluegroupsinthecopyfunction. Forexample,you

canrestricttheselectiontothedataofacertaincostcenter,oruseallofthedata.

Youmayalsoexplicitlydefinethetransactionswhichyouwishtocopy.

Revaluation

Figure 146: Revaluation

Using the plan revaluation function, you can increase or decrease planning

data on a percentage basis. This means you can combine the Copy Planning

andRevaluationfunctionstocreateseveraldifferentplanversions. Thismaybe

usefulifyouhavecopiedtheplandatafromthepreviousyearorifyouwantto

draftscenariosfor differentcaseswithinafiscal year.

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Youcanrevaluatecostsandconsumption. Youcanrevaluateallcostelements

used in the primary cost element and revenue planning. You cannot revaluate

assessment cost elements, imputed cost elements, and cost elements used in

indirect activity allocation.

You can execute as many revaluations of cost center or cost element plans as

required.

Planlineitemsareenteredwhenyouexecuterevaluation.

Thepercentagesusedduringrevaluationcanbechangedasoftenasyouwant. If

yourepeatarevaluationusingmodifiedpercentages,theoldplanlineitemsare

deleted. Therevaluationalwaysusestheoriginalinitialvalue.

Ifyoudore-runarevaluationbutyoudonotwanttooverwritetheexistingresults,

you must define a new revaluation

Transferring Plan Values

Figure 147: Transferring Plan Values

Integrated planning enables you to transfer data from one of the pre-stored

systemsinCostCenterAccountingtocostcenterplanning.

Ifthisdatawasplannedintheupstreamsystems,andistransferredtocostcenter

planning,thenthecorrespondingdatainCostCenterAccountingcanberemoved.

To use integrated planning, certain requirements need to be fulfilled in Cost

Center Accounting and in the upstream systems. Therefore, before you can

transferplannedpersonnelcostsfromHRtoprimarycostplanninginCostCenter

Accounting,forexample,CostCenterAccountingmustcontainvalidcostcenters

thatareassignedtothecorrespondingmasterdataforpersonnel.

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AC405 Lesson: Planning Aids

Plan Lock

Figure 148: Plan Lock

Iftheplanningprocessincostcenteraccountinghasbeencompleted,theplanning

should belockedto protect it from changes.

Usetheblockindicatorinthatversiontolocktheentireplanningforaplanyear.

Within the posting lock, you can block transactions that were not used for

planning (such as revenue plan on cost centers). You can lock planning

transactionsforacombinationofcontrollingarea,fiscalyearandversion.

Youcanselecttheprocessesthataretobelockedfromalist.

You can also lock individual operation for all periods of the fiscal year or all

operation for a certain period.

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Unit9: Planning,BudgetingandAvailabilityControl AC405

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AC405 Lesson: Planning Aids

Exercise 27: Planning Aids

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Enterplandataforthenextfiscalyearusingthecopyfunction.

• Revaluatethecopiedplandatatobringitinlinewithprojectedcosts.

Business Example

Youwanttoenterplanningdataforthecomingfiscalyearmoreeasilyandquickly.

Youdecidetocopyyourpreviousplanningdatabecauseithasprovedsoreliable.

The newsalary scale takeseffect from Januaryof thecomingyear, entailinga

2% increase in personnel costs. You thereforeneed toadjust your salary costs

for the new year.

Task 1:

Copytheplanningdataofallconsultingcostcenterstothenextfiscalyear.

1. All plan data of cost center group B## of periods1 to 12 in the current

fiscal yeariscopied tothecorrespondingperiodsof thefollowing fiscal

yearinversion0. Shouldplandataalreadyexistfortheseperiods,itshall

notbeoverwritten. RunthecopyfunctionsasaTestRunwithDetailsLists.

2. What type of planning data was copied?

3. LeavethelistanddisplaytheNotes(underExtras)onthecopyfunction. Can

youalsocopyplanningdatafromperiodicrepostingsorassessments?

4. Nowrunthecopyfunctionasan UpdateRun.

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Task 2:

Carry out the following task:

1. Checkwhetherthevalueshavebeenpostedtothecostcenters. CalltheCost

Center: PlanningOverviewreportforthecostcenter“FI/COConsulting”

(301##),forthenextfiscalyearandforperiods1to12inversion0.

Task 3:

Usetherevaluationfunctiontoadjustyourcopiedplanningdatatoanyprojected

changes.

1. CreatearevaluationcalledSalary##. Thisisvalidforthenextfiscalyear

in version 0.

2. Enter Salary Increases of 2% as a short text. The increase affects cost

element430000andappliestoallconsultingcostcenters(B##).

3. Defineacostincreaseof2%. Savetherevaluation.

4. CarryouttherevaluationSalary##forallperiodsofthenextfiscalyearin

version 0. Check the Test run box.

5. Next, execute your revaluationasanUpdateRunsothat your revaluated

planning data is posted.

Task 4:

Check the results of the revaluation.

1. CalltheCostCenters: PlanningOverview reportforacostcenterofyour

choiceforthenextfiscalyearinversion0. (Notcostcenter“Telephone”,as

it does not carry salary costs.)

2. Displaythelineitemsforsalarycosts(costelement430000).

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AC405 Lesson: Planning Aids

Solution 27: Planning Aids

Task 1:

Copytheplanningdataofallconsultingcostcenterstothenextfiscalyear.

1. All plan data of cost center group B## of periods1 to 12 in the current

fiscal yeariscopied tothecorrespondingperiodsof thefollowing fiscal

yearinversion0. Shouldplandataalreadyexistfortheseperiods,itshall

notbeoverwritten. RunthecopyfunctionsasaTestRunwithDetailsLists.

a) CostCenterAccounting: →Planning→PlanningAids→Copy→

Plan to Plan

FieldNameorDataClass Values

Cost center group B##

Template

Version: 0

Period 1 to 12

Fiscal year Current

Target

Version: 0

Period 1 to 12

Fiscal year Next year

Existingplanningdata Do not change

Select Test run and Detail list.

Copy → Execute

2. What type of planning data was copied?

Answer: Primarycosts,activities,statisticalkeyfigures

3. LeavethelistanddisplaytheNotes(underExtras)onthecopyfunction. Can

youalsocopyplanningdatafromperiodicrepostingsorassessments?

Answer: On theinitial screenof CopyPlanning

Extras → Notes

Youcancopyonlythosebusinesstransactionsthatcanbeplannedmanually.

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FieldNameorDataClass	Values
Cost center group	B##
Template
Version:	0
Period	1 to 12
Fiscal year	Current
Target
Version:	0
Period	1 to 12
Fiscal year	Next year
Existingplanningdata	Do not change

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Unit9: Planning,BudgetingandAvailabilityControl AC405

4. Nowrun thecopyfunctionas an UpdateRun.

a) Deselect Test run.

Copy → Execute

Continued on next page

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AC405 Lesson: Planning Aids

Task 2:

Carry out the following task:

1. Checkwhetherthevalueshavebeenpostedtothecostcenters. CalltheCost

Center: PlanningOverviewreportforthecostcenter“FI/COConsulting”

(301##),forthenextfiscalyearandforperiods1to12inversion0.

a) CostCenterAccounting: →InformationSystem→ReportsforCost

CenterAccounting→Planning Reports→CostCenters: Planning

Overview

FieldNameorDataClass Values

Cost center 301##

Fiscal year Next year

Period 1 to 12

Version: 0

Planning overview → Execute

Task 3:

Usetherevaluationfunctiontoadjustyourcopiedplanningdatatoanyprojected

changes.

1. CreatearevaluationcalledSalary##. Thisisvalidforthenextfiscalyear

in version 0.

a) CostCenterAccounting: →Planning→PlanningAids→Revaluate

→Costs→Extras→Revaluation→Create

FieldNameorDataClass Values

Revaluation Salary##

Fiscal year Next year

Version: 0

Enter

Continued on next page

449

FieldNameorDataClass	Values
Cost center	301##
Fiscal year	Next year
Period	1 to 12
Version:	0

FieldNameorDataClass	Values
Revaluation	Salary##
Fiscal year	Next year
Version:	0

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Unit9: Planning,BudgetingandAvailabilityControl AC405

2. Enter Salary Increases of 2% as a short text. The increase affects cost

element430000andappliestoallconsultingcostcenters(B##).

Text 2% salary increase

Cost centergroup B##

Cost element 430000

3. Defineacostincreaseof2%. Savetherevaluation.

a) Goto → Definition

FieldNameorDataClass Values

From 1

To 12

Costs 2

Save your data.

4. CarryouttherevaluationSalary##forallperiodsofthenextfiscalyearin

version 0. Check the Test run box.

a) On the Plan Revaluation: Initial Screen.

FieldNameorDataClass Values

Version: 0

Period 1 to 12

Fiscal year Next year

Select Test run and Detail lists.

Revaluation Salary##

Transfer Posting → Execute

5. Next, execute your revaluationasanUpdateRunsothat your revaluated

planning data is posted.

a) Deselect Test run.

Transfer Posting → Execute

Continued on next page

450

Text	2% salary increase
Cost centergroup	B##
Cost element	430000

FieldNameorDataClass	Values
From	1
To	12
Costs	2

FieldNameorDataClass	Values
Version:	0
Period	1 to 12
Fiscal year	Next year

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AC405 Lesson: Planning Aids

Task 4:

Check the results of the revaluation.

1. CalltheCostCenters: PlanningOverview reportforacostcenterofyour

choiceforthenextfiscalyearinversion0. (Notcostcenter“Telephone”,as

it does not carry salary costs.)

a) CostCenterAccounting: →InformationSystem→ReportsforCost

CenterAccounting→Planning Reports→CostCenters: Planning

Overview

FieldNameorDataClass Values

Cost center 301##

Fiscal year Next year

Period 1 to 12

Version: 0

Planning overview → Execute

2. Displaythelineitemsforsalarycosts(costelement430000).

a) Positionyourcursoronthereportrowcostelement430000.

Display line items icon

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FieldNameorDataClass	Values
Cost center	301##
Fiscal year	Next year
Period	1 to 12
Version:	0

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Lesson Summary

You should now be able to:

• ExplaintheplanningaidsprovidedbytheSAPsystem

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AC405 Lesson: Budgeting and Availability Control

Lesson: Budgeting and Availability Control

Lesson Overview

Youlearnhowtocreateabudget for an internalorder and familiarizeyourself

withthebudget profile. You will set upanavailabilitycontrolandobservethe

effectsontheorders. Youwillseehowtotransferabudgetandhowthebudgeting

works in different currencies.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Set up the profiles for budgeting

• Enter budgets on overhead cost orders

• Set up availability control

• Understandtheresultsofbudgetingandavailabilitycontrol

• Transfer the budgets to thefollowing year

Business Example

You should also review the system options for the budgeting and availability

controlandmakearecommendationforitsusewithinIDES.

Figure 149: Budget Management

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Thesystemrecognizesthefollowingbudget types:

• Theoriginalbudgetisthebudgetthatwasoriginallyallocated.

• Budgetupdatesfor ordersincludesupplementsand returnsand areused

whenunforeseeneventsandadditionalrequirementsforceacorrectiontothe

original budget

• Thecurrentbudgetincludestheoriginalbudgetandallbudgetupdates.

In addition to the budget update functions, you can also make changes to the

original budget. You can freeze the original budget using status management.

To do this, you must create a user statusthat prohibits theBudgeting business

transactionbutthatallowsbudgetsupplementsandreturns.

Whenyoucreateorupdateyourbudget,thesystemdocumentsthetransactionina

lineitem. Youcanthendisplaythebudgetlineitems. Youcanalsoentertextfor

budgetlineitemsthatprovidesadditionalinformationforbudgeting.

Inorder to create a budget for an order, you must defineabudget profileand

assignittotheordertype. Thebudgetprofiledefinestheparametersforbudgeting.

InCustomizing,youmustdefineanumberrangeforyourbudgetdocuments. To

do so, use number range 04.

Whenyousavethebudget,thesystemchecksthatthesumoftheannualvalues

matches the overall value for the order.

Figure 150: Profile for Budgeting

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