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Unit 5
Internal Orders: Overview
Unit Overview
This chapter describes thevariousscenariosin whichinternal orders are used.
Itexplainstheflow of dataineachareainwhichinternal ordersareused. The
participantslearntodistinguishrealandstatisticalorders.
Unit Objectives
After completing thisunit, you will beableto:
• Identifytheoptionsforusingoverheadcostorders
• Distinguishoverheadcostordersfromcostcenters
• Explainthesignificanceoftheoverheadcostorderasacostcollectorandan
internal controlling object
• Differentiatebetweenreal andstatistical orders
• Review the uses of these two variants
• Explainthedifferentusesofoverheadcostordersanddistinguishbetween
them
• Understandthedifferenthandlingoftheordersinthescenariosshown
• Explainthedataflowineachareainwhichinternalordersareused
Unit Contents
Lesson: Using Overhead Orders .............................................256
Lesson: Real and Statistical Orders..........................................259
Lesson: The Different Scenarios for Internal Orders.......................262
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Unit5: InternalOrders: Overview AC405
Lesson: Using Overhead Orders
Lesson Overview
Youlearnabouttheoptionsforusingoverheadcostordersandtheirimportance
as internal controlling objects.
Lesson Objectives
After completingthislesson, you will beable to:
• Identifytheoptionsfor usingoverheadcostorders
• Distinguishoverheadcostordersfromcost centers
• Explainthesignificanceoftheoverheadcostorderasacostcollectorandan
internal controlling object
Business Example
Beforeyoustartworkingwithinternalorderswithinyourcompany, youwould
liketogetanoverviewofthedifferenttypesofordersthatareavailableandwhy
they are used.
Figure 76: Using Overhead Orders
ThisexampleillustratesthemainpurposeofoverheadorderuseinOverheadCost
Controlling. Inthefirstcase,youpostcostsforthetwotradefairsdirectlytothe
costcenterresponsibleforsupportingtheseevents. Becauseexternal costsand
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AC405 Lesson: Using Overhead Orders
internalactivitiesaretreatedwiththesamecostelementsonthesamecostcenter,
youcannoteasilydeterminewhicheventcreatedwhichcosts. Therefore,youcan
makenofurthercomparisonanalysesofthetwotradefairevents.
If,however,eacheventisgivenitsownoverheadorder,asinthesecondcase,the
costscanbecollectedseparately. Thesettlementfunctionallocatestheordercosts
tothecostcenterresponsibleforsupportingthetradefairs,inordertoprovideyou
withtheorganizationalview of thecosts. Withthisapproach, you can analyze
andcomparetheresultsforthetradefairs, evenafter thesettlement tothecost
center has been executed.
A further advantage is the wide variety of planning and budgeting functions
offered for orders.
Figure 77: Internal Orders as Internal Cost Objects
Orders can be used as internal cost objects.
Depending on the kind of measure described on the order, there are different
ways to settle this order.
Ifajobisforasingleproduct,youcouldsettlethecoststotheresponsiblecost
center. Thenextstepwouldthenbetoallocatethecostsfromthecostcenterto
CO-PA.
Ifthejobisageneralonethatconcernsthewholecompany,itwouldbedifficultto
findtheappropriatecostcentertodebit. Inthissituation,itwouldbeconvenient
to settle directly to CO-PA.
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Lesson Summary
You should now be able to:
• Identifytheoptionsfor usingoverheadcostorders
• Distinguishoverheadcostordersfromcost centers
• Explainthesignificanceoftheoverheadcostorderasacostcollectorandan
internal controlling object
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AC405 Lesson: Real and Statistical Orders
Lesson: Real and Statistical Orders
Lesson Overview
Youworkout themost importantdifferencesbetween using real andstatistical
ordersandseewhatyouhavetoconsiderformaintenanceandposting.
Lesson Objectives
After completingthislesson, youwillbeable to:
• Differentiatebetweenreal andstatistical orders
• Review the uses of these two variants
Business Example
Youseehowtouserealand/orstatisticordersinenterprisesandlookatthespecial
features of the two variants.
Figure 78: Real Orders
Youcanuseoverheadcostorderstoconductdetailedcontrollingforaparticular
objectoractivity. Allcostsconcerningthisobjectoractivityareassignedtothe
relevant order. When youcreatean overhead order master record, you choose
whethertocreateitasarealorderorastatisticalorder.
Youusetherealordertocollectcostsandallocatethemlatertodifferentrecipients.
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Intheprimarycostposting,thecostsareupdatedtotherealorder. Intheperiodic
processof order settlement, youallocatetheactual coststocontrollingobjects.
Youcansettleportionsoftheordercoststomanyobjects.
Whenyoucreatearealorder, youmust assigntheordertoacompanycode. If
youhaveselectedbusinessareabalancesheetsinFinancialAccounting,youmust
also assign the order to a business area.
Figure 79: Statistical Orders
Youusethestatisticalordertoevaluatecostswhichcannotbeitemizedindetailin
cost element or cost center accounting.
Youachievethisbyassigningthecoststoboththestatisticalorder andthecost
center. You immediately see the costs in the order (statistical, for information
purposesonly) and the cost center (real costs).
Thecostcentertobepostedcanbestoredintheordermasterdata. Thesystem
then finds the cost center automatically. Otherwise, you must specify the cost
centeraswellastheordertocompletethepostingdocument.
Youalsohavetheoptiononastatisticalorderwhethertorecordacompanycode
andabusinessareaontheordermasterrecord. Ifyoumaketheseassignments,
youcanonlyposttransactionstocontrollingobjects,suchascostcenters,which
belongtothesamecompanycodeandbusinessarea. Forcross-companycodeor
cross-businessareacontrolling, donot assignacompanycodeorbusinessarea
on the statistical order.
Youcanneithersettlestatisticalordersnorapplyoverheadtothem.
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AC405 Lesson: Real and Statistical Orders
Lesson Summary
You should now be able to:
• Differentiatebetweenreal andstatistical orders
• Review the uses of these two variants
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Unit5: InternalOrders: Overview AC405
Lesson: The Different Scenarios for Internal Orders
Lesson Overview
You learn about different variants of the overhead cost orders and obtain an
overview of the data flow of the orders used.
Lesson Objectives
After completingthislesson, you will beable to:
• Explainthedifferentusesofoverheadcostordersanddistinguishbetween
them
• Understandthedifferenthandlingoftheordersinthescenariosshown
• Explainthedataflowineachareainwhichinternalordersareused
Business Example
You want to use orders for different scenarios in enterprises and obtain an
overviewofwhatyouhavetoconsiderwhenusingthem. Youwouldalsoliketo
getanideaaboutthedataflowof theordersyouuse.
Figure 80: The Different Scenarios for Internal Orders
InternalordersintheSAP Systemdescribeindividualjobswithinacontrolling
area. Orderssupportaction-orientedplanning,monitoring,andallocationofcosts.
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AC405 Lesson: The Different Scenarios for Internal Orders
Internalordersmaybeusedfor avarietyofpurposes:
• Tomonitorinternalactionssettledtocostcenters(overheadcostorders)
• Tomonitorinternalactionssettledtofixedassets(investmentorders)
• TooffsetpostingsofaccruedcostscalculatedinManagementAccounting
(accrual orders)
• To display cost accounting sections of sales orders in Sales Order
Managementandincluderevenuesthatarenotpartofthecompany'score
business (orders with revenues)
Themanagementofinternalordersrepresentsthemostdetailedoperationallevel
ofcostandactivityaccountingandcanbeusedforthefollowing:
• Youcanconsider costsaccordingto aspectsother thanthoseused incost
center accounting.
• Youcancomparein-houseproductionandexternalprocurementcostsfor
decision making purposes.
The primary focus of this course is overhead cost orders. The other types of
internalordersarediscussedinthechapterSpecialSubjects.
Figure 81: Investment Orders
The Investment Management (IM) component provides functions supporting
theplanning,investmentandfinancingprocessesinvolvedincapitalinvestment
measureswithinyour enterprise. Youcancontrolmeasuresthatyour company
undertakesforthepurposeofproducinglongtermassetsforitsownuse,andwhich
havetobeenteredinthebalancesheetasassetsunderconstruction. Aprerequisite
forthisisaninvestmentprofilethatisstoredintheordermasterrecord.
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Unit5: InternalOrders: Overview AC405
MeasuresarerepresentedinthesystembyeitherinternalordersorWBS(work
breakdownstructure)elements. Youcancreateaninternalorderthatautomatically
includes an asset under construction. A prerequisite for this is the investment
profile in the order master data.
Intheconstructionphase,youpostalltransactionstotheorder. Duringperiodic
settlement,alldebitsthatdonothavetobecapitalizedaresettledtoaManagement
Accountingreceiver,suchasacostcenter. Allitemsthatarenottobesettledto
receiversinManagementAccountingandthat requirecapitalizationaresettled
directlytotheassetunderconstruction. Themonthlyevaluationbalancesdisplay
thecapitalinvestmentundertakingintheassetinventory.
Thefullsettlementtakesplacewhenthecapitalinvestmentmeasureiscompleted.
Incompleteorpartialactivation,youenterintheordersettlementrulesthefinal
assetswhicharetobethebasisforthesettlementoftheassetunderconstruction.
Thedebitssettledtotheassetinconstructionarerepostedtothefinalassetsand
theasset underconstructionisautomaticallycredited.
Thesettlementsideincludesalineitemsettlementprocedureforthisparticular
ordertypeinadditiontothestandardsettlementmethodsforinternalorders.
Figure 82: Accrual Orders
Internal orders can be used as collectorsof monthly credits resulting from the
accrual calculation.
OrganizationalexpensesareoftenallocateddifferentlyinFinancialAccounting
thaninManagementAccounting. Forexample,anexpenseenteredintoFIinone
accountingperiodmaycoverawholeyearfromaManagementAccountingpoint
ofview. InordertoavoidcostfluctuationsinCostCenterAccounting,coststhat
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AC405 Lesson: The Different Scenarios for Internal Orders
donotoccuronaregularbasisshouldbeallocatedtotherelevanttimeperiodsand
costcenters. Anycostsallocatedonthisbasisareknownasaccruedcosts. This
evendistributionofanirregularexpenseistermedaccruedcost.
Youcanusethepercentagemethod or thetarget=actual method tocalculate
accrued costs.
With the percentage method, you determine accrued costs on the basis of an
overhead percentage rate applied to a reference cost element or group of cost
elements.
Whenanaccrualiscalculated,thesystemdebitsthecostcenterswiththeaccrual
cost amounts. At the same time, a user-defined accrual object (cost center or
internalorder)iscredited. Theeffectiveactualcostsarealsopostedontheaccrual
objectinordertocalculate,analyze,andallocateanybalancesbetweenexpenses
fromFinancialAccountingandaccruedcostsfromManagementAccounting.
Inthetarget=actualmethodyoualsocanuseaninternalorderforcollectingthe
credits.
Accrualcalculationrequiresordercategory02(accrualcalculationorder).
BothmethodsofaccrualcostcalculationarehandledinthecoursesAC410Cost
CenterAccountingandAC412CostCenterAccounting: ExtendedFunctions.
Figure 83: Internal Order with Revenues
If you are not using the application Sales& Distribution, you can use internal
orders withrevenues to displaythecost accountingsectionsfor salesordersin
SalesOrderManagement. Youcanalsousethemtomonitorcostsandrevenues
foractivitiesthatarenotpartofyourcompany'scorebusiness.
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Usingtheidentifier“Revenuepostingsallowed”intheordertype,youcancontrol
whether or notrevenuescan be postedtoanorder.
Orderswithrevenuescanbesettledattheendoftheperiodinthefollowingways:
• Costs can be settled to any receiver
• Revenuescanbesettledprimarilytothefollowingobjects:
– Profitability segments
– Other orders with revenues
– G/L Accounts
– Not to cost centers!
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AC405 Lesson: The Different Scenarios for Internal Orders
Lesson Summary
You should now be able to:
• Explainthedifferentusesofoverheadcostordersanddistinguishbetween
them
• Understandthedifferenthandlingoftheordersinthescenariosshown
• Explainthedataflowineachareainwhichinternalordersareused
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UnitSummary AC405
Unit Summary
You should now be able to:
• Identifytheoptionsfor usingoverheadcostorders
• Distinguishoverheadcostordersfromcost centers
• Explainthesignificanceoftheoverheadcostorderasacostcollectorandan
internal controlling object
• Differentiatebetweenreal andstatistical orders
• Review the uses of these two variants
• Explainthedifferentusesofoverheadcostordersanddistinguishbetween
them
• Understandthedifferenthandlingoftheordersinthescenariosshown
• Explainthedataflowineachareainwhichinternalordersareused
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Unit 6
Master Data of Internal Orders
Unit Overview
Inthischapterwecreatebothrealandstatisticaloverheadcostorders. Inaddition,
thefunctionoftheordertypeisdescribed,wherebytheemphasisisonthenumber
range, thefieldselectionandthe sampleorder.
The participants are familiarized with the user status options and are able to
analyze the effects of system changes.
Inaddition,wecreateoverheadcostordergroupsandprocesstheordersassigned
to them in the collective processing.
Unit Objectives
After completing thisunit, you will beableto:
• Define an order type
• Nameanumberofcontrolcharacteristicsoftheordertype
• Create orders
• Use the Order Manager
• Changethescreenlayoutcontrolforinternalorders
• Maintain model orders
• Understand the life cycle of the orders
• Differentiatebetweenthesystemanduserstatuses
• Define your own user status profile
• Collect orders into order groups
• Processordersinbothmanualandautomaticcollectiveprocessing
Unit Contents
Lesson: Master Data Maintenance...........................................270
Exercise 17: Master Data .................................................275
Lesson: Status Management for Overhead Cost Orders..................279
Exercise 18: Status Management........................................283
Lesson: Grouping and Collective Processing...............................289
Exercise 19: Grouping and Collective Processing.....................293
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Unit6: MasterDataofInternalOrders AC405
Lesson: Master Data Maintenance
Lesson Overview
Lesson Objectives
After completingthislesson, you will beable to:
• Define an order type
• Nameanumberofcontrolcharacteristicsoftheordertype
• Create orders
• Use the Order Manager
• Changethescreenlayoutcontrolforinternalorders
• Maintain model orders
Business Example
TheorganizationalunitshavealreadybeensetupinIDES.Youwanttocreatea
newordertypesoyoucandefineyourownorders. Youcreatemasterrecordsand
learnthesettingsthathelpyoumaintainthemasterdata.
Figure 84: Order Type
Internalorderscanonlybecreatedwithreferencetoanordertype.
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AC405 Lesson: Master Data Maintenance
You must assign each order to an order type, which then transfers certain
parameterstotheorder. Ordertypesdefinethepurposeoftheorderandtheway
itisprocessedinthesystem. Theordertypemayalsobeusedtogrouptogether
orders with similar characteristics.
Theorder typeisvalidfor anentire client; thereforeyoucanuseanordertype
in any controlling area.
Among other things, the order type controls:
• Whether commitment management isactive
• Whether revenue postings are allowed
• Order status management
• Characteristics(required,optional,andsoon)ofmasterrecordfields
• Whether the order number is internally or externally assigned, and the
number range
• Generalparametersforsettlement,planning,andbudgeting
• The presentation of the master data
The “CO Partner Update” indicator influences the performance considerably.
Only set it where absolutely necessary.
Figure 85: Order Manager
Worklistsandmasterdatacanbedisplayedinonescreenatthesametimeusing
the Order Manager.
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Unit6: MasterDataofInternalOrders AC405
Masterdatacanbegroupedinapersonalworklistorasaworklistgeneratedusing
variousselectioncriteriaandcanthenbeprocessedinanumberofways. Within
the worklist, you can:
• Search
• Sort
• Set filters
• Show details
• Select layouts
• Run collective processing
• and so on
Youcanalsonavigateintothedatascreenfromtheworklist.
Figure 86: Master Data Maintenance
The master data defines the attributes of an order, including organizational
assignments.
Overhead cost orders, like cost centers, are assigned to a company code and
a controlling area. If you want to create business area balances in Financial
Accounting,youmustalsodefineabusinessareaintheordermasterrecord.
Totransfervaluespostedonorderstoaprofitcenter,youentertheprofitcenter
in the order master data. All actual postings to the overhead order are passed
alongautomaticallytotheprofit center. Planvaluesalsomaybetransferred to
profit center planning if required.
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AC405 Lesson: Master Data Maintenance
Ifyouassignan orderto aworkbreakdownstructureelement (WBSelement),
youcan monitor thevalue of theorderin the Project System(PS). Inaddition,
youmayprocessthesettlementofallordersassignedtotheprojectautomatically
during project settlement.
Theremainingassignmentspossessinformativevalue,meaningthattheycanbe
evaluated in the internal order information system. Thisinformation doesnot
influence the posting of plan or actual costs.
Figure 87: Screen Layout
You can design your own screen layouts for the order master data. You then
assigntheappropriatelayouttotheordertype. Ifyoudonotassignalayoutforan
ordertype, allfieldsaredisplayedinthestandardlayout.
Themasterdataisdisplayedinuptofivetabpagesinatabindex. Youcanname
the tabs according to your own requirements.
Themasterdatafieldsaredistributedoverninepredefinedgroupboxes. Youcan
displayorhidethefieldswithinthegroupboxesandsetthemas"Required"or
"Optional" entry fields.
Youcandistributethesegroupboxesoverthetabpagesandspecifywherethey
should appear on the tab page.
Theneworderlayoutwithtabpagesisonlyavailableforoverhead,accrual,model
andManagementAccountingproductionorders(ordercategories01,02,03and
04).
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AC405 Lesson: Master Data Maintenance
Exercise 17: Master Data
Exercise Objectives
After completingthisexercise, youwillbeableto:
• Create an order type
• Createanordergroupandassignorderstothisgroup
• Use collective processing
• Create a statistical order
Business Example
TheMarketing, ITServices, andMotorPoolcostcentersareamongthegroups
that haveidentified an order requirement. You will createtest ordersfor these
groups to explore how the SAP system works.
Youwanttodefineanewordertypesoyoucancreatetheseorders.
Task:
InCustomizing,createanewoverheadcostordertypeforusebytheMarketing
department for marketing brochures.
1. The order type MA## is for Group ## Marketing Brochures. The
order category assigned to it is Internal Order (01). Make sure that any
commitments get updated. Assign status profile (00000002), settlement
profile(20),generalplanningprofile(000001),andgeneralbudgetprofile
(000001)totheorder. Savetheordertypesettings.
2. Assign your new order type to the Marketing group number range
(400000-499999). Save the assignment.
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Unit6: MasterDataofInternalOrders AC405
Solution 17: Master Data
Task:
InCustomizing,createanewoverheadcostordertypeforusebytheMarketing
department for marketing brochures.
1. The order type MA## is for Group ## Marketing Brochures. The
order category assigned to it is Internal Order (01). Make sure that any
commitments get updated. Assign status profile (00000002), settlement
profile(20), generalplanningprofile(000001),andgeneralbudgetprofile
(000001)totheorder. Savetheorder typesettings.
a)
Hint: Themenupathabbreviationsusedinthesolutionsare
as follows:
Easy Access menu: Accounting → Controlling → Internal
Orders
ToreachtheIMG:Tools→Customizing→IMG→Execute
Project→SAPReferenceIMGbutton.
b) IMG → Controlling → Internal Orders → Order Master Data →
Define Order Types → New Entries
Enter1 in the Order category field.
EnterMA## in the Order Type field.
EnterGroup##“MarketingBrochures”inthedescriptionfieldthat
follows the order type field.
Enter20 in the Settlement prof. field.
Enter000001inthePlanningprofilefield.
Enter000001 in theBudget Profile field.
Enter00000002in the StatusProfilefield.
SelecttheCommit. Managementindicator.
Choose Save.
Confirmtheinformationmessage tocontinue.
Go back to the IMG.
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AC405 Lesson: Master Data Maintenance
2. Assign your new order type to the Marketing group number range
(400000-499999). Save the assignment.
a) IMG → Controlling → Internal Orders → Order Master Data →
Maintain Number Ranges for Orders
Choose Group → Maintain
Scrollallthewaydowntotheordertypesthatarenotyetassigned.
Double-clickyourordertype(MA##)–(thecolorwillchangeslightly
once you haveselected your order type).
Scroll back up to the Marketing group (number range
400000-499999).
Set the indicator next to this group.
Choose Edit → Assign element group.
Choose Save.
Go back to the IMG.
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Unit6: MasterDataofInternalOrders AC405
Lesson Summary
You should now be able to:
• Define an order type
• Nameanumberofcontrolcharacteristicsoftheordertype
• Create orders
• Use the Order Manager
• Changethescreenlayoutcontrolforinternalorders
• Maintain model orders
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AC405 Lesson: Status Management for Overhead Cost Orders
Lesson: Status Management for Overhead Cost Orders
Lesson Overview
Lesson Objectives
After completingthislesson, youwillbeable to:
• Understand the life cycle of the orders
• Differentiatebetweenthesystemanduserstatuses
• Define your own user status profile
Business Example
You want to learn about the effectsof the system status. Becauseyou want to
insertanapprovalprocedurebetweentheopeningandtherelease, youdefinea
user status profile.
Figure 88: Status ManagementforOverhead CostOrders
Anorderhasitsownlifecycle, whichbeginswhenyoucreateitandendsafter
youcloseit. Duringthistime,costsareplanned,postedandsettledtotheorder.
Statusmanagementinformsyouthataparticularphaseintheorderlifecyclehas
beenreached, anditcontrolswhichbusinesstransactionsarevalidforanorder
at any given time.
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Unit6: MasterDataofInternalOrders AC405
ThestandardSAPSystemincludesfoursystemstatussettings: Created,Released,
TechnicallyComplete,andClosed. Thesystemstatusallowsonlycertainbusiness
transactions; forexample, you cannot postactual costsinthephase“Created”.
Changingthestatusof an overhead orderisitself abusinesstransaction andis
done in the order master record.
IfthestandardSAPsystemstatussettingsarenotdetailedenough,youcancreate
user-definedstatusindicatorsforfurthersubdivisions. Thesystemanduserstatus
settings together determinewhether atransaction isvalid. Astatuscan: allow
a business transaction; allow a business transaction with a warning; prohibit
a business transaction.
Forexample,youmaywanttoswitchtoaplanningapprovalprocedureforhigh
valueordersbeforetheyarereleased. Theinitialsystemstatusof“Created”will
allowthereleasetransaction. Torestrictthis,youcouldcreatean“Unapproved”
setting as your initial user status, which prohibits releasing the order. A
system/userstatuscombinationof“Created,Approved”wouldberequiredbefore
theorder couldbereleasedandactualcostspostedtoit.
Youcanalsodefinestatus-dependentfieldselectionsandauthorizationsforyour
userstatussettings. Thefirstallowsyoutocontrolmasterdatafieldmaintenance
during the order life cycle. The second allows you to define which users are
permittedtoprocesstransactionsindifferentphasesofthelifecycle.
Figure 89: User Status
You define user statuses and associated rules in a status profile and assign the
profile to your order type.
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AC405 Lesson: Status Management for Overhead Cost Orders
The status profile allows you to:
• Define the user statuses
• Assign a follow-up to your statuses
• Defineaninitialstatus,whichisautomaticallysetwhenanorderiscreated
• Determinethatauser statusisautomaticallysetduringtheexecutionof a
business transaction
• Permit or forbid specific transactions
Thestatusnumberassignsthesequencefortheuserstatusesinastatusprofile.
Youcanhaveonlyoneuserstatuswithastatusnumber activeatatime. Ifyou
assignastatusnumbertoauserstatus,youwillalsospecifyalowestandhighest
status number. This controls the subsequent user statuses; for example, if the
currentstatusnumberis20,andthehigheststatusnumberis40,youcanupdate
the order statusto either 30 or 40, but not to50.
Itisnot compulsoryfor youtodefineastatusnumber forauser status. Auser
statusthat doesnothaveastatusnumbercanbeactivatedordeactivatedatany
time,regardlessofwhetherotheruserstatusesarealreadyactive.
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AC405 Lesson: Status Management for Overhead Cost Orders
Exercise 18: Status Management
Exercise Objectives
After completingthisexercise, youwillbeableto:
• Explain how status management works
• Understand how a user status profile works
Business Example
MarketingandITServiceswilluserealorderstocollectthecostsforservicesthat
areprovidedforothercostcenters. Thisway,thecostscanbeallocated(settled)
tothecostcentersthatreceivetheservices. Themarketingorderisanindividual
order for a marketing brochure for a new model of cell phone. Since this is a
short-termorder,itwillbecreatedasnon-plan-integrated. TheITServicesorder
willbealong-termorder,thatis,anorderthatisusedforseveralfiscalyears. For
this reason, it must be a plan-integrated order.
Task 1:
Createanewoverheadcostorderfordevelopingamarketingbrochureforanew
cell phonemodel. Releasetheordersothatyoucan begin postingtransactions
for it.
Hint: ThefirsttimeyouaccessaControllingfunctionafterloggingon
tothesystem,theSetControllingAreascreenmaybedisplayed. Ifthis
screenisdisplayed,enter1000intheControllingareafield.
1. Createthe order “Cell PhoneMarketing Brochure##”using your new
ordertype(MA##). Assigntheordertocompanycode1000,businessarea
9900,andprofitcenter1402. Donotsavetheordermasterrecordyet.
2. Reviewtheorderstatusandcheckwhichbusinesstransactionsareallowed.
What are the system and user statuses? If you had already saved your
overheadcostorder,wouldyoustillbeabletoprocessamaterialspurchase
orderforit? Wouldyoustillbeabletoprocessanincominginvoice?
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
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Unit6: MasterDataofInternalOrders AC405
3. Release the order and look at the changes in the list of allowed business
transactions. Whatistheuserstatusnow? Couldyouprocessaninvoicefor
thisordernow? Savetheorder afterreviewingthestatus. Entertheorder
number and record it in your Data Sheet.
_________________________________________________________
_________________________________________________________
Task 2:
Create and release a plan-integrated overhead cost order for the IT Service
department for therepair andmaintenanceof PCs.
1. CreatetheordermasterrecordPCRepair/MaintenanceGroup##using
order type0850. Assigntheordertocompanycode1000, businessarea
9900,andprofitcenter1400. Donotsavetheordermasterrecordyet.
2. Releaseandsavetheorder. Entertheordernumberandrecorditinyour
Data Sheet.
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AC405 Lesson: Status Management for Overhead Cost Orders
Solution 18: Status Management
Task 1:
Createanewoverheadcostorderfordevelopingamarketingbrochureforanew
cell phonemodel. Releasetheordersothatyoucan begin postingtransactions
for it.
Hint: ThefirsttimeyouaccessaControllingfunctionafterloggingon
tothesystem,theSetControllingAreascreenmaybedisplayed. Ifthis
screenisdisplayed,enter1000intheControllingareafield.
1. Createthe order “Cell PhoneMarketing Brochure##”using your new
ordertype(MA##). Assigntheordertocompanycode1000,businessarea
9900,andprofitcenter1402. Donotsavetheordermasterrecordyet.
a) SAPEasyAccessmenu→InternalOrders→MasterData→Order
Manager
Choose Master Data → Create
EnterMA## in theOrder type field.
EnterMarketingbrochure##inthedescriptionfield.
Enter1000 in the Company Codefield.
Enter9900 in the BusinessArea field.
Enter1402 in the Profit Center field.
PleasedoNOTsavetheordermasterrecord.
2. Reviewtheorderstatusandcheckwhichbusinesstransactionsareallowed.
What are the system and user statuses? If you had already saved your
overheadcostorder,wouldyoustillbeabletoprocessamaterialspurchase
orderforit? Wouldyoustillbeabletoprocessanincominginvoice?
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Unit6: MasterDataofInternalOrders AC405
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a) Choose the “Control data” tab.
Choose Goto → Status
TheSystemstatusoftheorderisCreated(CRTD).TheUserstatusof
the order is not set (blank).
Choose the “Business processes” tab.
Scrolldownthelistofpermittedtransactionstoreviewtheoptions.
Youcanprocessamaterialpurchaseorderforthisorder.
However,youcannotprocessanincominginvoice.
3. Release the order and look at the changes in the list of allowed business
transactions. Whatistheuserstatusnow? Couldyouprocessaninvoicefor
thisordernow? Savetheorder afterreviewingthestatus. Entertheorder
number and record it in your Data Sheet.
_________________________________________________________
_________________________________________________________
a) Go back (F3).
Choose Release.
Choose Allowed transacts.
Choose Save.
TheorderUserstatusisauthorized(WriteplanlineitemsPLIM).
Repeat the procedurefrom Exercise 2.2.
Youarenowabletoprocessanincominginvoiceforthisorder.
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AC405 Lesson: Status Management for Overhead Cost Orders
Task 2:
Create and release a plan-integrated overhead cost order for the IT Service
departmentfor the repair andmaintenance of PCs.
1. CreatetheordermasterrecordPCRepair/MaintenanceGroup##using
order type0850. Assigntheorder tocompanycode1000, businessarea
9900,andprofitcenter1400. Donotsavetheordermasterrecordyet.
a) See Exercise 2.1 (Order Manager), or:
SAPEasyAccessmenu→InternalOrders→MasterData→Special
Functions → Order → Create
Enter 0850 in the Order type field.
Choose Master Data.
EnterPCRepair/MaintenanceGroup##intheDescriptionfield.
Enter1000 in the Company Codefield.
Enter9900 in the BusinessArea field.
Enter1400 in the Profit Center field.
Do NOT savethe order master record.
2. Releaseandsavetheorder. Entertheordernumberandrecorditinyour
Data Sheet.
_________________________________________________________
a) Choose the Control data tab.
Choose Release.
Choose Save.
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Unit6: MasterDataofInternalOrders AC405
Lesson Summary
You should now be able to:
• Understand the life cycle of the orders
• Differentiatebetweenthesystemanduserstatuses
• Define your own user status profile
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AC405 Lesson: Grouping and Collective Processing
Lesson: Grouping and Collective Processing
Lesson Overview
As with cost centers, you can combine overhead cost orders in
hierarchically-arrangedgroups. Hereyouwilllearntogroupordersandprocessa
number of them with collective processing.
Lesson Objectives
After completingthislesson, youwillbeable to:
• Collect orders into order groups
• Processordersinbothmanualandautomaticcollectiveprocessing
Business Example
Youwanttogroupordersandusethesegroupswhenplanningandsettlingcosts,
calculatingoverheadrates,andcreatingreports. Youwanttofamiliarizeyourself
withcollectiveprocessingsothatyoucanprocessanumberoforderstogether.
Figure 90: Order Groups
As in Cost Center Accounting, you can combine overhead orders in
hierarchically-arrangedgroups. Youcansetupastructureusingasmanylevelsas
youwish. Ordergroupshelpinplanningandsettlingcosts,calculatingoverhead,
andcreatingreportsforanygivencombinationofordersasdefinedbyyou.
UnlikeCostCenterAccounting,however,ordergroupsareclient-dependent. This
meansthatyoucanuseanordergroupnameonlyonce;youcannotusethesame
group name to create different group structures in different controlling areas.
However,youcanassignordersfromanycontrollingareatoanordergroup.
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Unit6: MasterDataofInternalOrders AC405
The“Create”groupwithreferencefunctionallowsyoutocopyagroupstructure
toanewgroup. Thehighest-levelgroupnameiscreatedphysically;thehierarchy
belowthisgroupisthesameasthereferencehierarchy. Youcanthenmodifythis
new group as required.
Ordergroupmaintenancealsoincludesthe“Copy”functionwithsuffixfunction.
You can copy an existing hierarchy and append a suffix to the groups in the
hierarchytocreateahistoricalviewofthegroupstructure. Youcanthensavethe
hierarchywiththesuffixandmakechangestothecurrenthierarchytoreflectyour
new grouping requirements.
You can assign an order to multiple groups, but you cannot define a standard
hierarchy.
If you create or change groups of internal orders, then you can also assign a
selection variant to an end node. This provides you with a dynamic group, in
whichthecontentscanchange. Thesystemperformanceisbetterfor groupsif
they do not have selection variants.
Figure 91: Manual Collective Processing
The SAP system provides functions which can be used to process multiple
overhead cost orders simultaneously.
You use selection variants to gather orders in a single listing for collective
processing (for example, master datamaintenance or order settlement). Along
withorderfields,youcanalsomakeselectionsonthebasisofthefollowing:
• Boolean formulas
• Order classification data
• Order settlement receivers
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AC405 Lesson: Grouping and Collective Processing
You can create an order group from the selected orders and use this group in
reporting.
Youcanselectthemasterdatafieldsthatyouwouldliketoprocessdirectly,that
is,youdonothavetocreateanylistvariants(newfeaturein4.6C).
Figure 92: Automatic Collective Processing
Automaticcollectiveprocessingoffersconvenientoptionsforchangingmultiple
ordersinonestep. Youcanupdatethestatusoftheordersorsubstitutevalueson
the order master record using this function.
Figure 93: Substitution Rules for Orders
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Unit6: MasterDataofInternalOrders AC405
Automaticcollectiveprocessingoffersconvenientoptionsforchangingmultiple
ordersinonestep. Youcanupdatethestatusoftheordersorsubstitutevaluesin
the order master record using this function.
Thedefinitionofsubstitutionrulesisusedtoundertakecollectivechangesfor
orders based on any desired criteria. Each rule consists of one or more steps,
each comprising two main components:
• Theprerequisite,aswiththeorderlist,isthedefinitionofaselectionvariant
thatfindstheorderstobeprocessed. ItisdefinedusingBooleanstatements.
Therelevantvaluesaresubstitutedonlyifthispreconditionismet.
• Thesubstitutioncontainsthevaluestobetransferredintotherelevantfields.
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AC405 Lesson: Grouping and Collective Processing
Exercise 19: Grouping and Collective
Processing
Exercise Objectives
After completingthisexercise, youwillbeableto:
• Collect orders into groups
• Changeanumberoforderswithcollectiveprocessing
Business Example
The Motor Pool department creates a statistical order for each vehicle so that
theycananalyzethecostsforeachvehicleindividually. Therealcostsshouldbe
posted to the Motor Pool cost center.
Youwillalsocreateanordergroupsothatyoucanprocessyourorderscollectively.
Task 1:
Carry out the following task:
1. Create an order group to collectively process the orders that you have
created. CallthegroupGR##andenterOrderGroup##asadescription
for it. Assign the twoordersthat you created inthepreviousexercises to
this group. Save your order group.
Task 2:
Youforgottoassignyouroverheadcostorderstothecostcentersresponsiblefor
managingtheorders. Updateyourordermasterrecordsmanuallyusingcollective
processing.
1. Define your own selection variant (VAR##) in Customizing. Use your
order group (GR##) as a selection criteria for calling up and processing
your orders.
2. AssignthemarketingbrochureorderandthePCrepair/maintenanceorder
to the cost center responsible for them (“Marketing” cost center 3200).
Save your changes.
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Unit6: MasterDataofInternalOrders AC405
Task 3:
Createastatisticaloverheadcost order. You wantto analyzethecostsfor your
newcompanycarinadifferentwaytotheMotorPoolcostcenter,whichcollects
the costs of all vehicles.
1. Createthestatisticalorder. Usestatisticalordertype1000. Nametheorder
AUTO##andaddyourgroupnumbertotheshorttext. Assigntheorderto
business area 9900 and profit center 1400. Activate the statistical order
indicatorandsaveyourorder. Recordtheordernumberonyourdatasheet.
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AC405 Lesson: Grouping and Collective Processing
Solution 19: Grouping and Collective
Processing
Task 1:
Carry out the following task:
1. Create an order group to collectively process the orders that you have
created. CallthegroupGR##andenterOrderGroup##asadescription
for it. Assign the twoordersthat you created inthepreviousexercises to
this group. Save your order group.
a) SAPEasyAccessmenu→InternalOrders→MasterData→Order
Group → Create
EnterGR## in the Order Group field.
ENTER.
EnterOrderGroup##asadescriptioninthetextfieldthatappears.
Choose Edit → Order→ Insert Order.
Entertheordernumbers,onebeneaththeother,inthefirstcolumn.
ENTER.
Choose Save.
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Unit6: MasterDataofInternalOrders AC405
Task 2:
Youforgottoassignyouroverheadcostorderstothecostcentersresponsiblefor
managingtheorders. Updateyourordermasterrecordsmanuallyusingcollective
processing.
1. Define your own selection variant (VAR##) in Customizing. Use your
order group (GR##) as a selection criteria for calling up and processing
your orders.
a) IMG → Controlling → Internal Orders → Order Master Data →
SelectionandCollectiveProcessing→DefineSelectionVariants
Choose Variants → Create
Enter VAR##.
ENTER.
EnteryourordergroupGR##asaselectionvalue.
Choose Save as Variant.
EnterVariant Group##intheMeaningfield.
Save your entries
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AC405 Lesson: Grouping and Collective Processing
2. AssignthemarketingbrochureorderandthePCrepair/maintenanceorder
to the cost center responsible for them (“Marketing” cost center 3200).
Save your changes.
a) SAPEasyAccessmenu→InternalOrders→MasterData→Special
Functions→CollectiveProcessing→Manually
Enteryourselectionvariant(VAR##fromexercise5.1).
Choose Execute (F8).
Confirm any warning messages.
Choose Settings → Select Fields
Search thepool of available fields andselect the line “Responsible
CCtr” (Responsible Cost Center).
Onceyouhaveselected thelineResponsibleCCtr, transferitinto
your list of selection criteria.
ENTER.
Inthetoppartofthescreen, click thecolumn ResponsibleCCtr to
select it.
Enter cost center 3200.
Choose Edit → Change Field Values
Choose Save.
Confirm thedialogbox by choosing“ALL”.
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Unit6: MasterDataofInternalOrders AC405
Task 3:
Createastatisticaloverheadcost order. You wantto analyzethecostsfor your
newcompanycarinadifferentwaytotheMotorPoolcostcenter,whichcollects
the costs of all vehicles.
1. Createthestatisticalorder. Usestatisticalordertype1000. Nametheorder
AUTO##andaddyourgroupnumbertotheshorttext. Assigntheorderto
business area 9900 and profit center 1400. Activate the statistical order
indicatorandsaveyourorder. Recordtheordernumberonyourdatasheet.
a) SAPEasyAccessmenu→InternalOrders→MasterData→Special
Functions → Order → Create
Enter1000 in the Order Type field.
Choose Master Data.
EnterAUTO## in the Order field.
Enter ## at the end of the text in the Description field (Statistical
order vehicle: ##).
Check the following settings:
BusinessAreafieldshouldhavetheentry9900.
Profit Centerfieldshouldhavetheentry1402.
Choose the “Control data” tab.
CheckthattheStatisticalorderindicatorisselected.
Choose Save.
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AC405 Lesson: Grouping and Collective Processing
Lesson Summary
You should now be able to:
• Collect orders into order groups
• Processordersinbothmanualandautomaticcollectiveprocessing
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UnitSummary AC405
Unit Summary
You should now be able to:
• Define an order type
• Nameanumberofcontrolcharacteristicsoftheordertype
• Create orders
• Use the Order Manager
• Changethescreenlayoutcontrolforinternalorders
• Maintain model orders
• Understand the life cycle of the orders
• Differentiatebetweenthesystemanduserstatuses
• Define your own user status profile
• Collect orders into order groups
• Processordersinbothmanualandautomaticcollectiveprocessing
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