AC405_EN_Col92_FV_Part_A4 (第13页)

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AC405 Lesson: Budgeting and Availability Control

Inordertocreateabudgetforanorder,youmustdefineabudgetprofileandassign

ittotheordertype. Thebudgetprofiledefinestheparametersforbudgeting. In

Customizing, you must definea numberrange for your budget documents. To

do so, use number range 04.

Intheprofile,youcanspecifywhethertheavailabilitycontrolcannotbeactivated,

is activated manually via a function in the component menu, or is activated

automatically during budgeting. You can check funds availability using either

the annual or overall budgeted value.

Figure 151: Availability Control

Certainbusinesstransactionsresultinactualcostsandcommitmentsbeingposted

to the order. Commitments represent obligations that will lead to actual costs

throughsubsequentbusinessevents. Apurchaseorder,forexample,mayresult

in a commitment in Management Accounting, which is then reduced by the

subsequent goods and invoice receipts.

Actual costs and commitments are funds allotted to an order and they can be

checkedagainstthebudgetusingtheavailabilitycontrol.

InCustomizing,youdefinehowavailabilitycontrolwill operateforyourorder

types:

• Is availability control active?

• Forwhichtransactionswillavailabilitycontrolapply?

• What are the tolerance limits?

• Whatactionwillbeinitiatedwhentolerancelimitsareexceeded?

• Shouldcertaintypesofcostsbeexemptedfromavailabilitycontrol?

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Figure 152: Budgeting and Availability Control

Youusethetolerancestodefinehowthesystemshouldrespondtoagivendegree

ofbudgetoverrun. Inourexample,ifthebudgetisexceededby5%(105%),the

system generates a warning and a message is sent automatically to the person

responsiblefor thebudget. If thebudget isexceededby15%(115%), anerror

messageisdisplayed. Thedocumentthatcausedthebudgettobeexceededcan

nolonger beposted. Thetolerancelevelsfor budgetsaredefinedinthebudget

profileaccordingtobusinesstransactiongroups. Differenttolerancelevelscanbe

set for different business transaction types.

Ifyouselecttheaction WarningandMail, youmust specifyabudget manager

inCustomizing. Ifnobudgetmanagerisentered,thesystemgeneratesanerror

message. Abudgetmanagermaybeestablishedfor eachordertypeandobject

class. Ifmorethanonebudgetmanagerisdefinedforanordertypeandclass,a

mail will besenttoeach individual. Forexample, intheaboveillustration, the

userPeterMillerwill receiveamail for anydeviationsthatoccur inordertype

0100, object class OCOST.

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AC405 Lesson: Budgeting and Availability Control

Figure 153: Budget Carryforward

Youcantransferunusedfundstothenextfiscalyearusingthebudgetcarryforward

function. TheSAPsystemwillcarryforwardthedifferencebetweenthebudget

and the actual amounts for theyear specified.

YoucannotcarryforwardbudgetsforordersthathavesystemstatusCompleteor

thatareflaggedfordeletion,norcanyoucarryforwardnegativebudgetamounts.

You can execute the carry forward run more than once for a fiscal year. Each

executionoftheprogramcarriesforwardbudgetnotpreviouslyprocessed. You

canalsoreturnfundstothe“old”fiscalyear,uptotheamountofbudgetactually

carried forward.

To execute the carry forward program, enter the fiscal year of the budget you

wanttocarryforwardandaselectionvariantthatspecifieswhichordersaretobe

included. YoumustmaintaintheselectionvariantinCustomizing.

Commitments are not considered in the calculation of the unused funds. You

should,therefore,carryforwardyourcommitmentsbeforecarryingforwardthe

budget.

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Figure154: BudgetingandAvailabilityControlinDifferentCurrencies

Multinationalbusinesslocationsmayrequireyoutoperformbudgetingindifferent

currencies. FromRelease4.0,youcanchoosedifferentcurrenciestoenteryour

budget. Allbudgetitemsareconvertedandsavedautomaticallyinthecontrolling

area currency and the object currency.

If you choose budgeting in the controlling area currency, all budget items are

entered in the controlling area currency.

Ifyouchoosebudgetingintheobjectcurrency,youcanenterthebudgetinthis

currency for each object. The object currency is stored in the master record

of the object.

Ifyouchoosebudgetinginafreely-definablecurrency,youcanchooseforeach

budgetingtransaction,inwhichcurrencyitshouldbeentered.

Youshouldspecifyinthebudgetprofileoftheordertypeortheprojectprofile,in

whichcurrencythebudgetitemsfortheorderortheprojectcanbeentered.

InR/3Enterpriseupwards,theavailabilitycontrolfunctionisnolongerexecuted

in the controlling area currency but in the object currency. This eliminates

exchange rate fluctuations.

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AC405 Lesson: Budgeting and Availability Control

Exercise 28: Budgeting and Availability

Control

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Budget an overhead order

• Establish availability control

• Test the availability control function

Business Example

Youmustcreateabudgetforyourmarketingbrochureorder. Theamountshould

bemonitoredusingtheavailabilitycontrolfunctions,thatis,everydebitmadeon

the order should first betestedagainst the budget.

Mostoftheavailabilitycontrolconfigurationhasalreadybeencompletedforyour

orderthroughthebudgetprofileassignedtoyourordertype. However,because

youareresponsibleforthebudget,youneedtoenterthisinthesystemsothatthe

system can inform you of any irregularities.

Onceyouhavefinishedmakingthenecessaryavailability control settings, test

them by posting items that exceed the tolerance limits to the general ledger

account.

Task 1:

Carry out the following task:

1. InyourexistingMA##ordertype, createaneworderfor collecting the

costsofthecellphonemarketingcampaign. Theshorttextforthisorderis

“Cell Phone## Marketing Campaign”.

Assigntheordertocompanycode1000, businessarea9900, and profit

center 1402.

Release the order.

Task 2:

Carry out the following task:

1. AllocatethemarketingcampaignabudgetofEUR10,000forthecurrent

fiscal year.

Save your budget

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Task 3:

InCustomizing, review the availabilitycontrol fortheorder type(MA##) of

yourmarketingcampaignorderandcompletetheconfiguration.

1. Whatbudget profileisassignedtoyourordertype?

___________________________________________

2. Whattolerancelimitshavebeensetforthisbudgetprofileincontrolling

area 1000?

___________________________________________________

3. EnteryourselfasthebudgetmanagerforordertypeMA##incontrolling

area 1000 and object class OCOST.

Use your user ID (AC405-##)

Task 4:

Post the costs for your marketing campaign to check the availability control

functions.

1. TestthetolerancelimitsbydebitingyourorderwithG/Laccountpostings

sothatallthewarningscenariosthathavebeensetupinthesystemarecalled

uponeaftertheother. (Warning,warningbymail,mail,anderrormessage)

TherelevantmailislocatedintheSAPEasyAccessmenuunderOffice→

Workplace.

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AC405 Lesson: Budgeting and Availability Control

Solution 28: Budgeting and Availability

Control

Task 1:

Carry out the following task:

1. InyourexistingMA##ordertype, createaneworderfor collecting the

costsofthecellphonemarketingcampaign. Theshorttextforthisorderis

“Cell Phone## Marketing Campaign”.

Assigntheordertocompanycode1000, businessarea9900, and profit

center 1402.

Release the order.

a) SAPEasyAccessmenu→MasterData→OrderManager→Master

Data → Create

EnterMA## in theOrder type field.

Choose Master Data.

Enter“CellPhoneMarketingGroupCampaign##”intheShorttext

field.

Enter1000 in the Company Codefield.

Enter9900 in the BusinessArea field.

Enter1402 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. AllocatethemarketingcampaignabudgetofEUR10,000forthecurrent

fiscal year.

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

Save your budget

a) SAPEasyAccessmenu→InternalOrders→Budgeting→Original

Budget → Change

EntertheordernumberforyourmarketingcampaignintheOrder

field.

Choose Enter.

Enter10000intheOriginalBudgetcolumnforyourorderforOverall

and the Current Fiscal Year.

Choose Save.

Task 3:

InCustomizing, review the availabilitycontrol fortheorder type(MA##) of

yourmarketingcampaignorderandcompletetheconfiguration.

1. Whatbudget profileisassignedtoyourordertype?

___________________________________________

a) SAPReferenceIMG→Controlling→InternalOrders→Budgeting

andAvailabilityControl→MaintainBudgetProfile

ChooseMaintainbudgetprofilesinordertypes.

Scroll down to your order typeMA##.

The budget profile assigned to your order type MA## should be

000001.

Once you have checked the entries, go back to the SAP Reference

IMG screen.

2. Whattolerancelimitshavebeensetforthisbudgetprofileincontrolling

area 1000?

___________________________________________________

Continued on next page

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AC405 Lesson: Budgeting and Availability Control

___________________________________________________

a) IMG→Controlling→InternalOrders→BudgetingandAvailability

Control→DefineToleranceLimitsforAvailabilityControl

Forcontrollingarea1000,budgetprofile000001,awarningmessage

willbedisplayedif thebusinesstransactionsperformedforanorder

useupmorethan95%ofthebudget. Awarningmessagewillbesent

bymailtothebudgetmanagerifthebusinesstransactionsperformed

foranorderexceed105%ofthebudget. Ifthebudgetisexceededby

115%,thebusinesstransactionwillbelockedandanerrormessagewill

bedisplayedexplainingwhythetransactioncannotbeexecuted.

Afteryourreview,returntotheSAPReferenceIMGscreen.

3. EnteryourselfasthebudgetmanagerforordertypeMA##incontrolling

area 1000 and object class OCOST.

Use your user ID (AC405-##)

a) IMG→Controlling→InternalOrders→BudgetingandAvailability

Control → Maintain Budget Manager

Choose Edit → New Entries.

Enter1000intheCOAr(controllingarea)field.

EnterMA## in theOrder type field.

Enter OCOST in the ObjCl field.

Enteryour userIDin theUsernamefield.

Choose Save.

Task 4:

Post the costs for your marketing campaign to check the availability control

functions.

1. TestthetolerancelimitsbydebitingyourorderwithG/Laccountpostings

sothatallthewarningscenariosthathavebeensetupinthesystemarecalled

uponeaftertheother. (Warning,warningbymail,mail,anderrormessage)

Continued on next page

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Unit9: Planning,BudgetingandAvailabilityControl AC405

TherelevantmailislocatedintheSAPEasyAccessmenuunderOffice→

Workplace.

a) SAP Easy AccessMenu →Accounting→ Financial Accounting →

GeneralLedger→Posting→EnterG/LAccountDocument

EnterthecurrentdateintheDocumentDatefield.

Enter420000 in the Account field.

Choose Debit in the D/C field.

EnterEUR9501intheAmountdoc. curr. field.

EnterthenumberofyourmarketingcampaignorderintheOrder

field.

Enter113100 in the Account field.

Choose Credit in the D/C field.

Enter*in the Amount in doc.curr. field.

Choose Enter.

Choose Save.

Hint: Notethebudgetwarningmessage.

PressEntertoconfirmthewarningmessage. Notethatthetransaction

isonlypostedonceyouhaveconfirmedtheerrormessage.

StayintheEnterG/LAccountDocumentscreenforthenextexercise.

Repeatthe procedure again, but this timepostan additional EUR

1,000 toyour orderusingany cost element.

Hint: Notethenewbudgetwarningmessage.

PressEntertoclearthebudgetwarningmessage.

SAPEasyAccessmenu→Office→Workplace→Inbox

Double-clickontheunreadmessagesinyourinbox.

Double-clickonthee-mailmessageaboutyourorder.

Now try posting another EUR 1,000 to your order using any cost

element.

Ifyouravailabilitycontrolsettingsarecorrect,anerrormessagewillbe

displayedexplainingthatallpostingstothisobjectarelocked.

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AC405 Lesson: Budgeting and Availability Control

Lesson Summary

You should now be able to:

• Set up the profiles for budgeting

• Enter budgets on overhead cost orders

• Set up availability control

• Understandtheresultsofbudgetingandavailabilitycontrol

• Transfer the budgets to thefollowing year

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UnitSummary AC405

Unit Summary

You should now be able to:

• Describethepurposeofcostcenterplanningandthefunctionofversions

• Explaintheuseofplanninglayoutsandplannerprofiles

• Set up aplanning layout and aplanner profile

• Execute a manual planning process.

• Listtheoptionsavailableunderautomaticplanning

• Describe final planning activities

• Describe different planning methods

• Explain the plan profile

• Performoverallanddetailedplanningontheinternalorder

• List the options for automatic planning

• Distinguishbetweenorderswithandorderswithoutintegratedplanning

• Describe Easy Cost Planning

• ExplaintheplanningaidsprovidedbytheSAPsystem

• Set up the profiles for budgeting

• Enter budgets on overhead cost orders

• Set up availability control

• Understandtheresultsofbudgetingandavailabilitycontrol

• Transfer the budgets to the following year

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AC405 Test Your Knowledge

Test Your Knowledge

1. Intheversiondefinitionitispossibletodisplayseveralplanscenarios.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

2. TheSAPSystemalwaysusesversion0whenreferencingactualpostings.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

3. TheSAP systemspecifiestheplanningsequence.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

4. TheSAPsystemusesa forperiod-related

distribution of the totals.

Fillintheblankstocompletethesentence.

5. Assessmentanddistributioncanalsobecarriedoutintheplan.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

6. NametheplanningaidsprovidedbytheSAPsystem.

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TestYourKnowledge AC405

Answers

1. Intheversiondefinitionitispossibletodisplayseveralplanscenarios.

Answer: True

Youcanplanindifferentversions. Forexample,youcanhaveanoptimistic

scenario and a pessimistic scenario.

2. TheSAPSystemalwaysusesversion0whenreferencingactualpostings.

Answer: True

Version0isalwaysusedwhenreferencingactualpostings.

3. TheSAP systemspecifiestheplanningsequence.

Answer: False

Costcenterplanningisuseddifferentlyinalmosteveryorganization.

4. TheSAP system usesa distributionkey for period-related distributionof

the totals.

Answer: distribution key

5. Assessmentanddistributioncanalsobecarriedoutintheplan.

Answer: True

Periodic reposting, distribution, assessment and accrual can be executed

as actual or planned.

6. NametheplanningaidsprovidedbytheSAPsystem.

Answer:

• Copy Plan Data or Actual Data to Plan

• Revaluation

• Transferring Plan Values

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Unit 10

Information System

Unit Overview

YoulearnhowReportPainterworksandtodescribethedifferentoptionsinthe

Report Painter report.

Wedescribethepossibleusesoforder summarization.

Unit Objectives

After completing thisunit, you will beableto:

• Explain how the Report Painter works.

• DescribedifferentoptionsintheReportPainterreport.

• Select from different data sources

• Summarize order data

• Open relevant summarization reports

• Analyze the results of the summarization

• Describetheconceptandcustomizingofordersummarization

• Navigate in the summarization report

Unit Contents

Lesson: Report Painter.........................................................470

Lesson: Data Source...........................................................476

Exercise 29: Additional Functions........................................479

Lesson: Master Data and Order Summarization ...........................485

Lesson: Summarization Report ..............................................488

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Unit10: InformationSystem AC405

Lesson: Report Painter

Lesson Overview

Thislessonillustrateshowthereport painterworks.

Lesson Objectives

After completingthislesson, you will beable to:

• Explain how the Report Painter works.

• DescribedifferentoptionsintheReportPainterreport.

Business Example

Sincereportingrequirementsarecontinuouslychanging,youwantolearnabout

thefunctionsfor creatingand maintaining reports.

You also explain the different additional functions to the other project team

members. Thesefunctionsfacilitateandspeedupreportprocessing.

Report Painter

Figure 155: Report Painter

ThecentraltoolfordefiningreportswithintheinformationsystemistheReport

Painter. You can define reports that correspond to your specific reporting

requirements. SAPofferscourseCA705specificallyforthistool.

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AC405 Lesson: Report Painter

ReportPainter reportsaredefinedusingagraphicreportingstructure, inwhich

therowsandcolumnsofthereportaredisplayedastheyarelatershowninthe

report(WYSIWYG-“Whatyouseeiswhatyouget”).

TheReport Painter providesaselectionof functionsthatyoucanusetodefine

reportsquicklyandeasily. TheReportWriter(usedfordefiningmorecomplex

reports) is more demanding, but its additional functions enable you to create

extremely detailed report layouts.

NumerousreportsareincludedinthestandardSAPsystem.

You will find that the system has many predefined standard reports in Report

Painter. If you want to create user-defined reports, you can copy the standard

reportsandchangetherequirementsaccordingly. ExamplesofReportPainter

reports are:

• Area: Cost Elements

• Cost center: Breakdown by partner report

• Report: Statistical key figures

• Cost center: Splitting

• Cost center: Actual/Plan/Variance

• Area: Cost Centers

• Cost centers: Variances

The following are not Report Painter reports:

• Planning Overview

• Line Item Report

• Master Data Index

• Prices

• Document Display

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Unit10: InformationSystem AC405

Report Painter: Defining a Report

Figure 156: Report Painter: Defining a Report

You define the report columns using the characteristics, key figures, and

predefined columns you selected for the library. Alternatively, you can use a

column model for columndefinition. You can also define formula columnsto

show avariancebetween columns, for example.

You define the report rows by using thecharacteristicsyouselected for your

reportlibrary. Alternatively,youcanusearowmodelforyourrowdefinition. In

addition, youcandefineformularowstocalculatesuchthingsasasub-totalof

several rows.

Usethegeneralselectionstodefinethecharacteristicsyouwanttousetoselect

thedatafortheentirereport. However,youcanonlyusecharacteristicsthatare

notusedinindividualcolumnsorrowsinthegeneralselections.

Theintersectionsofrowsandcolumnsarecells. InReportPainter,youcanwork

withrows,columns,andindividualcells. Toworkwithacell,youfirstneedto

select it. Then you can use that cell in formulas throughout the entire report.

Forexample,youcanuseindividualcellstodefineacolumn“Percentageshare

of revenue.”

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AC405 Lesson: Report Painter

Figure 157: Report Painter: Defining a Report

Characteristicsarefieldsthatrepresentthecriteriayouusedinthedataselection.

ExamplesofcharacteristicsincludeCostcenter,CostelementandFiscalyear.

Keyfiguresarenumericfieldsthatyoucanevaluateinareport. Examplesare

Costs, activity quantity, planned activity quantity, or Costs in company code

currency.

Predefinedcolumnsconsistofakeyfigureandoneormorecharacteristics. They

facilitatethedefinitionoffrequently-usedcolumns. ExamplesareActualcostsin

controllingareacurrencyorPlancostsincontrollingareacurrency.

All of the reports are kept in system libraries. The transfer structure for the

ReportPainterandtheReportWriterisareporttablethatispre-definedbySAP

and cannot be changed. In Cost Center Accounting, this istheCCSS table. A

librarycontainsthecharacteristics,keyfigures,andpredefinedcolumnsfromthe

reporttable,whichyoucanuseforyourReportPainterorReportWriterreports.

Thecorrespondingtablenamesareintheheaderofeachlibrary.

ThestandardreportsforCostCenterAccountingforthefullcostsmethodarein

the1VKlibrary,andthereportsforthemarginalcostingmethodareinthe1GK

library. Use the 1AB library for variances, and the 1RU library for summary

reports. The1CT library, whichformsthebaseof the RWCOOM reporttable,

was created especiallyfor cost accountingreports.

Onceyouhavedefinedareport,youneedtoassignittoareportgroup. Areport

groupshouldcontainallofthereportsfromalibrarythatusethesameorsimilar

data,butdisplayitdifferently. Allreportsinareportgrouparerunsimultaneously,

enabling you to movebetween different reportsin thereport display. You can

transferthereportgroupstothereportmenuofanactivitygroup.

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Unit10: InformationSystem AC405

Figure 158: Report Painter Report: Options

In the Report Painter report, you can navigate through the data in several

differentways,orbychangingthereportingstructure. Youcanmodifythereport

online, sothat itmeetsyour specific requirements.

Themostimportantadditionalfunctionsareonbuttonswithtextcommandsor

icon commands. For example:

• You can download the report to your PC (for example, formatted data

transfer in MS Excel).

• You cansetthresholdvaluesto select or ignorecertain rowsinthereport

that was run.

• The sender function enables you to mail reports. You no longer need to

createanextractforthis. ThereportisalwayssentinHTMLformatasan

attachmenttoamail,whichmeansthatitcanbesentoutsideofthesystem

without any problem.

• Other functions: Sorting report rows, hiding or showing rows, changing

thenumberformat,enteringasummationlevelforadisplayofsummaries

only, and so on.

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AC405 Lesson: Report Painter

Lesson Summary

You should now be able to:

• Explain how the Report Painter works.

• DescribedifferentoptionsintheReportPainterreport.

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Unit10: InformationSystem AC405

Lesson: Data Source

Lesson Overview

Ifyousavereportsinextracts,thenyouhavefasteraccesstothedatasaved.

Lesson Objectives

After completingthislesson, you will beable to:

• Select from different data sources

Business Example

Ifyousavereportsinextracts,thenyouhavefasteraccesstothedatasaved. You

can select data from adatabase or an archive.

Data Sources in the Information System

Figure 159: Data Sources in the Information System

If you save reports in extracts, thenyouhave faster accessto the datasaved.

Report extracts for groups support navigation in the group with the Variation

function.

It is possible to select data from the database to create an ad-hoc report with

the most current information.

It is also possible to read from archive data. Reports are used for providing

archived information.

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AC405 Lesson: Data Source

Ifyouwanttocreateextracts,youhavetochangetoextractmode. Thenyoucan

chooseCreateExtractbeforeyourunthereport,oryoucanchooseYesonthe

dialogboxthatappearswhenyouexitthereport. Theselectionparameterandthe

timeofthereportdefinitionautomaticallycharacterizetheextract.

InCustomizingforExtractManagement,youspecifytheuser-specificsettings

fordataaccess. Thefollowingoptionsareprovidedforthis:

• New selection

The system reselects the data and does not use existing extracts for the

specified selection criteria.

• Display extract.

Ifexistingextractsmeettheselectioncriteria,thentheSAPsystemdisplays

theminadialogboxforselection. Ifnoneoftheextractsmeetthecriteria,

thentheSAPsystemusesthecurrent datarecords.

• Automatic display of current extract

TheSAPsystemautomaticallydisplaysthemostrecentextract.

You can display all extracts in an overview, print extracts, delete or change

the expiry date.

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Unit10: InformationSystem AC405

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AC405 Lesson: Data Source

Exercise 29: Additional Functions

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Create and call up an extract for a report.

• Define user settingsfor extract management.

• Send a report to another user.

Business Example

Atperiodend, eachcostcentermanagerwantstoanalyzethedatafortheircost

center. Asarule,theyallusethesamereports. Reportcreationtakesagreatdeal

of time if data volumesarelarge and your project team istryingto find away

aroundthisproblem. Yousuggestrunningthereportsatconsultingdepartment

level, andthen savingthem asextracts. Ifthecostcenter managers call upthe

reportsforyourdepartment,youcancallupthereportextractsalreadycreated.

Task:

Execute your reporting using extracts.

1. SetuptheexpertmodeforyourReportWriterreports.

2. CalltheCostCenters:Actual/Plan/Variancereportforthecurrentperiod,

andfortheentireconsultingdepartment(B##0)inversion0.

3. Exitthereportand,onthedialogboxthatisdisplayed,confirmthatyouwant

tocreateanextract. EnterExtract## as the nameand set the expiration

date to tomorrow.

Save your entries.

4. Tobeabletoaccessthisextract,specifyunderDatasourcethatyouwantthe

extracts displayed.

5. Asmanager of cost center301##(FI/COconsulting) you want tocall up

thedataforyour costcenterforthecurrentperiod, version0intheCost

Centers:Actual/Plan/Variancereport.

Call up the extract you created earlier.

6. In the report, you want to becertain that the data displayed isindeed the

extractdata. Todoso, accesstheselection log.

Continued on next page

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Unit10: InformationSystem AC405

7. After the extract was created, a posting was made to cost center 301##

(FI/CO consulting).

Does this information appear in the report when you call up the extract

a second time?

8. TheexpirationdateofyourextractExtract##appearstobedatedtooearly.

Extend the expiration date by four days.

Youalsodecidetoassignapasswordtoyourextract.

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AC405 Lesson: Data Source

Solution 29: Additional Functions

Task:

Execute your reporting using extracts.

1. SetuptheexpertmodeforyourReportWriterreports.

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

Center Accounting → Plan/Actual Comparisons → Cost Centers:

Actual/Plan/Variance→Environment→Options

FieldNameorDataClass Values

Expert mode select

2. CalltheCostCenters:Actual/Plan/Variancereportforthecurrentperiod,

andfortheentireconsultingdepartment(B##0)inversion0.

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

Plan Version 0

Cost center group B##

Program → Execute

3. Exitthereportand,onthedialogboxthatisdisplayed,confirmthatyouwant

tocreateanextract. EnterExtract## as the nameand set the expiration

date to tomorrow.

Continued on next page

481

FieldNameorDataClass	Values
Expert mode	select

FieldNameorDataClass	Values
Controlling Area	1000
Fiscal Year	Current
From Period	Current
To Period	Current
Plan Version	0
Cost center group	B##

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Unit10: InformationSystem AC405

Save your entries.

a) Report → Exit

b) Select Create extract.

Exit the report:

FieldNameorDataClass Values

Description Extract##

Expires on Tomorrow's date

Enter

Confirm dialog box by choosingEnter

4. Tobeabletoaccessthisextract,specifyunderDatasourcethatyouwantthe

extracts displayed.

a) Onthereportselectionscreen,chooseDatasource.

Select the Display Extract.

Enter

5. Asmanager of cost center301## (FI/CO consulting) you want to call up

thedataforyourcostcenterforthecurrentperiod, version0intheCost

Centers:Actual/Plan/Variance report.

Call up the extract you created earlier.

a) Place the cursor on yourExtract.

Enter

Program → Execute

6. Inthe report, you want to be certain that the datadisplayed is indeed the

extract data. To do so, accesstheselection log.

a) Extras → Selection Log

Thenameandtimeofthesaveddataisthesameasthatoftheextract

description Extract##.

Continued on next page

482

FieldNameorDataClass	Values
Description	Extract##
Expires on	Tomorrow's date

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AC405 Lesson: Data Source

7. After the extract was created, a posting was made to cost center 301##

(FI/CO consulting).

Does this information appear in the report when you call up the extract

a second time?

Answer: Anextract isasnap-shotof areport at aparticular time. Those

postings that you make after having created the extract are therefore not

includedandcanonlybedisplayedbyreselectingthedata.

8. TheexpirationdateofyourextractExtract##appearstobedatedtooearly.

Extend the expiration date by four days.

Youalsodecidetoassignapasswordtoyourextract.

a) On the report selection screen, choose Environment → Extract

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Unit10: InformationSystem AC405

Lesson Summary

You should now be able to:

• Select from different data sources

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AC405 Lesson: Master Data and Order Summarization

Lesson: Master Data and Order Summarization

Lesson Overview

Lesson Objectives

After completingthislesson, youwillbeable to:

• Summarize order data

• Open relevant summarization reports

• Analyze the results of the summarization

Business Example

Figure 160: Master Data and Order Summarization

Foranefficientsystemofcontrolling,youoftenneedtogrouptogetherorderswith

similarcharacteristicsandanalyzethemasagroup. Youcanusethesummarization

characteristicstocreatetotalsrecords. Youcanexecutesummarizationreportsfor

thesevaluesfasterthanwhenyouusetotalsrecordsfromtheselectedorders. If

youhavealargenumberofordersyouneedtouseordersummarization.

Youcanspecifythestructureofyouranalysisbydefiningahierarchy. Eachlevel

ofthehierarchyisrepresentedbyacharacteristic. Notethatthecontrollingareais

always the first level of the hierarchy.

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Unit10: InformationSystem AC405

Youcansummarizebothcosts(plannedcosts,actualcosts,resultsanalysisdata)

and quantities (input and output quantities).

Thedefinitionofasummarizationhierarchydetermineswhichfieldsareusedin

summarizationandwhichobjectsaresummarized.

Thelevelsofthesummarizationhierarchyarecreatedusingmasterdatafields.

Theavailablemasterdatafieldsarealreadypredefinedinthesystem.

Figure 161: Orders: Master Data - Layout

Themasterdatafieldsaredistributedoverninepredefinedgroupboxes. Youcan

displayorhidethefieldswithinthegroupboxesandsetthemas"Required"or

"Optional" entry fields.

Thegroupbox“GeneralData”islocatedintheordermasterdata. Itcomprises

10fieldsanditscontentsareforinformationpurposesonlyandhavenoeffecton

theorder functions. Youcanenter informationinthesefieldsthat canhelpyou

classifytheorder. Youcanalsousethesefieldsforsummarization.

Forexample,youcanusethesefieldstoselectorders. However,pleasenotethat

thesystemdoesnotcheckwhethertheentriesinthesefieldsarevalidorconsistent.

AsofRelease4.5,youcansummarizedirectlyusingordermasterdata,without

having to classify the orders first. SAP also provides a converter program

whichenablesyoutoswitchfromorderclassificationwithfreecharacteristicsto

user-defined master data fields.

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AC405 Lesson: Master Data and Order Summarization

Lesson Summary

You should now be able to:

• Summarize order data

• Open relevant summarization reports

• Analyze the results of the summarization

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Unit10: InformationSystem AC405

Lesson: Summarization Report

Lesson Overview

For an efficient system of controlling, you often need togroup together orders

withsimilarcharacteristicsandanalyzethemasagroup. Youwilllearntodefinea

summarizationhierarchyandexecuteasummarizationrun.

Lesson Objectives

After completingthislesson, you will beable to:

• Describetheconceptandcustomizingofordersummarization

• Navigate in the summarization report

Business Example

You want tosummarize ordersto help you perform reportingmoreefficiently,

especially with regard to system performance.

Figure 162: Summarization Report

Inthesummarizationrunthesystemselects, foreachlevelofthehierarchy, the

ordersinaccordancewiththespecifiedcharacteristicsandcomputesatotalforthe

ordersthatarelocatedbelowthatlevel. Thetotalvaluesforeachhierarchygroup

are written to a summarization object.

Youcanscheduleabackgroundprocessforthesummarizationrunoruseparallel

processing,ifyouhavealargenumberoforderswithinyourhierarchy.

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AC405 Lesson: Summarization Report

Theinformationsystemincludesspecialreportsforinternalordersummarization

objects.

Youcanusethesummarizationreporttonavigatebetweenallordersinallorder

typesforallcompanycodesinonegivencontrollingarea. Onaselectedlevelyou

canalsouseanotherreporttoshowthedataofthatlevelinadifferentway.

Notethatanyorderscreatedandpostedafterthesummarizationrundonotappear

inthehierarchy. Inthiscase,youhavetorunthesummarizationagain.

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Unit10: InformationSystem AC405

Lesson Summary

You should now be able to:

• Describetheconceptandcustomizingofordersummarization

• Navigate in the summarization report

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AC405 Unit Summary

Unit Summary

You should now be able to:

• Explain how the Report Painter works.

• DescribedifferentoptionsintheReportPainterreport.

• Select from different data sources

• Summarize order data

• Open relevant summarization reports

• Analyze the results of the summarization

• Describetheconceptandcustomizingofordersummarization

• Navigate in the summarization report

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UnitSummary AC405

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AC405 Test Your Knowledge

Test Your Knowledge

1. YoucanusetheReportPaintertodefineyourownreports.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

2. If yousavereportsin , youhavefasteraccesstothedata

saved.

Fillintheblankstocompletethesentence.

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TestYourKnowledge AC405

Answers

1. YoucanusetheReportPaintertodefineyourownreports.

Answer: True

ReportscanbegeneratedwiththeReportPainterasrequired.

2. Ifyousavereportsinextracts,youhavefasteraccesstothedatasaved.

Answer: extracts

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AC405 Course Summary

Course Summary

You should now be able to:

• Identifytheorganizationalunitssupportingoverheadcostmanagement.

• Describeandmaintainthemasterdataofthecostcenteraccountinganduse

the global functions for master data.

• Analyzecost centerinformation usingreports

• IdentifysourcesofCostCenterAccountingpostingsandperformtransaction

processing

• Discussperiodicprocessingoptionsandunderlyingconfiguration

• Describeplanningprocesses,planningconfiguration,andplanningtools

• Create own reports and report trees and describe special functions in

reporting.

• Describe and maintain master data for internal orders, and related

information.

• Identify sources of internal order postings and process the related

transactions.

• Describeanduseperiodicprocessingfunctions,andsetthesefunctionsup.

• Discussinternalorderplanning,andtheoptionsforenteringplandata.

• Summarizeandanalyzeinternalorderinformationusingreports.

• Define special order types.

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CourseSummary AC405

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Appendix 1

Reconciliation Ledger

Figure 163: Reconciliation Ledger

Management Accounting data is totaled and valuated in the reconciliation

ledger. The reconciliation ledger shows you the data in all Management

Accountingapplicationsforacostelement,aswellastotalsforcompanycodes,

businessareas, objecttypes, objectclassesandsoon.

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Appendix1: ReconciliationLedger AC405

Althoughitisnotastatutoryrequirement,itshouldbepossibletoreconciledata

fromControllingandFinancialAccounting. Onepurpose of thereconciliation

ledger is to create reconciliation postings.

• External postings to Financial Accounting that affect Cost Accounting

are transferred automatically (online, in real time) to the appropriate

ManagementAccountingapplicationcomponent. ManagementAccounting

totalsareupdatedforthereconciliationledgerforthesepostings.

• IfamountsareallocatedwithinManagementAccountingacrosscompany

codes, functionalareas, or businessareas,theinformationmustbepassed

back to Financial Accounting. The system does not send this data to

FinancialAccountingautomatically. ManagementAccountingtotalsinthe

reconciliation ledger areupdated, however.

• You can use the reconciliation ledger to create a posting for reconciling

FinancialAccountingandManagementAccountingpostings.

InadditiontoCO/FIreconciliation,thereconciliationledgeralsohasthefollowing

informative functions:

• Cross-Management AccountingCostAnalysis

• Navigation help and access to Management Accounting from the profit

and loss statement

Thereconciliationledgerdifferentiatespostingsandprovidestotalsaccordingto

the following criteria:

• Account (cost element)

• Company Code

• Business area

• Origingroup (subdivision ofthecostelement)

• Objecttype(costcenter,order,project,businessprocess,andsoon)

• Object class

• Functional Area

TheobjectclassisusedtocategorizetheManagementAccountingobjectsfrom

a businessmanagement perspective. ThefourManagementAccountingobject

classesareoverheadcosts(OCOST),investments(INVST),production(PRODT),

andprofitandloss,andsalesanddistribution(PROFT).

TheSAPsystemalsomakesadifferentiatedupdateofdatarecords,concentrating

onthecorrespondingbusinesstransactionandthecredit/debitindicator. During

each update, three currency amounts (currency for controlling area, company

code,andgroup)areupdated,aswellasthequantityfield.

Duringallocations,partnerrecordfields(sendersorreceivers)arealsoupdated.

Youcanusethisdatatoevaluatethevalueflowsacrosscompanycodes,business

areas, and functional areas.

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AC405 Appendix 1: Reconciliation Ledger

Reconciliation Reports

Figure 164: Reconciliation Reports

The SAP system contains special cost element reports for evaluating the

reconciliationledger. Youcanusethesereportsforthefollowing:

• ComparingManagementAccountingandgeneralledgerresults

• Displaying costs for each object class

• Displaying the cost flows between company codes, business areas, and

functional areas

• Drilling down to line item level

Valuating the reconciliation ledger on a cross-application basis (for the whole

of Management Accounting), and creating an overviewof costs incurred This

enablesyoutomakecomplexcostanalysesusingobjecttypes,functionalareas,

object classes, companycodes, or businessareas.

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Appendix1: ReconciliationLedger AC405

Reconciliation Posting: Account Determination

Figure165: ReconciliationPostings: AccountDetermination

The account determination function helps you decide to which SAP system

reconciliationaccountspostingsaretobemade. Youneedtocreateadjustment

andclearing accounts in Financial Accounting.

Forstandardaccountdetermination,reconciliationaccountsareonlydefinedby

business transaction and object class.

Ifyourequiremorethanoneadjustmentaccountforyourreconciliationpostings,

thenyoucanuseextendedaccount determination. Thisenablesyoutomake

moredetailedassignmentstoreconciliationaccounts. Insubstitutionrules, you

canuseanyfieldinthereconciliationledger(functionalarea,companycode,cost

element and so on) as a substitution condition.

If, for example, the standard account determination is based on the chart of

accounts, thencompaniesworkingwiththesamechartofaccountsalsousethe

sameadjustmentaccount. You can usetheaccount determinationtoassignthe

adjustmentaccountindependentlyofthecompanycode.

Youneedtomaintainpostingkeysforeachchartofaccounts,butitdoesnotmatter

whetheryouusestandardorextendedaccountdetermination. Ifareconciliation

account was determined using an earlier version of the standard account

determination,youcanreplacethisaccountwithanewoneusingsubstitution.

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