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AC415

Overhead Cost Orders

mySAP Financials

Date

Training Center

Instructors

Education Website

Instructor Handbook

Course Version: 2005 Q2

Course Duration: 2 Day(s)

Material Number: 50073421

Owner: Monika Heim (D019558)

An SAP Compass course - use it to learn, reference it for work

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About This Handbook

Thishandbookisintendedtocomplementtheinstructor-ledpresentationofthis

course,andserveasasourceofreference. Itisnotsuitableforself-study.

Typographic Conventions

American English is the standard used in this handbook. The following

typographic conventions are also used.

Type Style Description

Example text Wordsorcharactersthatappearonthescreen. These

includefieldnames,screentitles,pushbuttonsaswell

asmenunames, paths, andoptions.

Alsousedforcross-referencestootherdocumentation

bothinternal(inthisdocumentation)andexternal(in

other locations, such asSAPNet).

Example text Emphasizedwords or phrases in bodytext, titlesof

graphics, and tables

EXAMPLETEXT Names of elements in the system. These include

reportnames,programnames,transactioncodes,table

names, andindividualkey wordsof aprogramming

language,whensurroundedbybodytext,forexample

SELECT and INCLUDE.

Example text Screenoutput. Thisincludesfileanddirectorynames

and their paths, messages, names of variables and

parameters, and passages of the source text of a

program.

Example text Exactuserentry. Thesearewordsandcharactersthat

youenterinthesystemexactlyastheyappearinthe

documentation.

<Example text> Variableuserentry. Pointedbracketsindicatethatyou

replacethesewordsandcharacterswithappropriate

entries.

iii

Type Style	Description
Example text	Wordsorcharactersthatappearonthescreen. These includefieldnames,screentitles,pushbuttonsaswell asmenunames, paths, andoptions. Alsousedforcross-referencestootherdocumentation bothinternal(inthisdocumentation)andexternal(in other locations, such asSAPNet).
Example text	Emphasizedwords or phrases in bodytext, titlesof graphics, and tables
EXAMPLETEXT	Names of elements in the system. These include reportnames,programnames,transactioncodes,table names, andindividualkey wordsof aprogramming language,whensurroundedbybodytext,forexample SELECT and INCLUDE.
Example text	Screenoutput. Thisincludesfileanddirectorynames and their paths, messages, names of variables and parameters, and passages of the source text of a program.
Example text	Exactuserentry. Thesearewordsandcharactersthat youenterinthesystemexactlyastheyappearinthe documentation.
<Example text>	Variableuserentry. Pointedbracketsindicatethatyou replacethesewordsandcharacterswithappropriate entries.

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AboutThisHandbook AC415

Icons in Body Text

The following iconsareused in thishandbook.

Icon Meaning

Formoreinformation,tips,orbackground

Noteorfurtherexplanationofpreviouspoint

Exception or caution

Procedures

Indicatesthattheitemisdisplayedintheinstructor’s

presentation.

Icon	Meaning
	Formoreinformation,tips,orbackground
	Noteorfurtherexplanationofpreviouspoint
	Exception or caution
	Procedures
	Indicatesthattheitemisdisplayedintheinstructor’s presentation.

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Contents

Course Overview......................................................... vii

Course Goals...........................................................vii

Course Objectives ....................................................viii

Unit 1: Internal Orders: Overview......................................1

Using Overhead Orders................................................2

Real and Statistical Orders............................................6

The Different Scenarios for Internal Orders ....................... 11

Unit 2: Master Data ...................................................... 19

Master Data Maintenance ...........................................21

Status Management for Overhead Orders.........................31

Grouping and Collective Processing ...............................41

Unit 3: Event-Based Postings......................................... 53

Event-Based Postings Within and Outside Management

Accounting .........................................................54

Commitment Management ..........................................65

Unit 4: Period-end Closing ............................................ 81

Periodic Debit Postings ..............................................83

Periodic Credit Postings .............................................97

Settlement: Special Subjects.......................................117

Unit 5: Planning and Budgeting.....................................125

Planning Scope and Prerequisites.................................127

Budgeting and Availability Control Concept......................142

Unit 6: Order Summarization and Summarization Reports ...163

Master Data and Order Summarization...........................164

Summarization Report ..............................................171

Appendix 1: Appendix ..............................................179

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Contents AC415

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Course Overview

You will familiarize yourself with possible areas of application for Overhead

CostOrders,andinconnectionwiththemgainknowledgeofthemostimportant

master data. Youexecutesourcepostingsinother applicationsandanalyzethe

effects on the orders.

Withintheperiod-endclosingyouareprovidedwithmethodsforallocatingthe

overheadcoststhatariseascloselytotheindividuallymeasuredconsumptionas

possible.

Youlearnabouttheplanningprocessindetailandareintroducedtothebudgeting

functions.

Yousubsequently seehowtheresultscanbepreparedin reportingonthebasis

of performance factors.

Target Audience

Thiscourseisintendedforthefollowing audiences:

• Project team members responsible for implementing Overhead Cost

Controlling

• Accounting personnel responsible for planning, allocating and analyzing

organizational costs

Course Prerequisites

Required Knowledge

• AC410- Cost Center Accounting(required)

Recommended Knowledge

• SAPFIN–OverviewofthemySAPFinancialssolution(recommended)

• Basicknowledgeandexperienceincostaccounting

• GoodworkingknowledgeofWindowsoperatingenvironment

Course Duration Details

Unit 1:

Internal Orders: Overview

Using Overhead Orders 40 Minutes

Real and Statistical Orders 20 Minutes

The Different Scenarios for Internal Orders 60 Minutes

Unit 2: Master Data

vii

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CourseOverview AC415

Master Data Maintenance 60 Minutes

Exercise 1: Master Data 20 Minutes

Status Management for Overhead Orders 40 Minutes

Exercise 2: Status Management 15 Minutes

Grouping and Collective Processing 40 Minutes

Exercise 3: Grouping and Collective Processing 15 Minutes

Unit 3: Event-Based Postings

Event-Based Postings Within and Outside

Management Accounting 15 Minutes

Exercise 4: Event-Based Postings 20 Minutes

Commitment Management 15 Minutes

Exercise 5: Commitment Management 10 Minutes

Unit 4: Period-end Closing

Periodic Debit Postings 40 Minutes

Exercise 6: Period-end Closing / Periodic Postings 10 Minutes

Periodic Credit Postings 160 Minutes

Exercise 7: Period-End Closing / Settlement 20 Minutes

Settlement: Special Subjects 50 Minutes

Unit 5: Planning and Budgeting

Planning Scope and Prerequisites 40 Minutes

Exercise 8: Planning 15 Minutes

Budgeting and Availability Control Concept 40 Minutes

Exercise 9: Budgeting and Availability Control

Concept 15 Minutes

Exercise 10: Optional Exercises 15 Minutes

Unit 6: Order Summarization and Summarization Reports

Master Data and Order Summarization 30 Minutes

Exercise 11: Order Summarization 10 Minutes

Summarization Report 30 Minutes

Exercise 12: Summarization Report 10 Minutes

Course Goals

This course will prepare you to:

• ConfigureandoperatetheOverheadCostOrderscomponent.

• Acquire knowledge to plan, post, and analyze costs for Overhead Cost

Orders.

Course Objectives

After completingthiscourse, youwill beable to:

viii

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AC415 Course Overview

• 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.

SAP Software Component Information

TheinformationinthiscoursepertainstothefollowingSAPSoftwareComponents

and releases:

• UsetransactionZUSRtocreateUSERsAC415-01toAC415-20

• To achieve improved system performance, you should first generate the

following reports:

– Accounting→Controlling→CostCenterAccounting→Information

System → Current Settings → Generate Reports → Background

Processing with Immediate Start

– Accounting→Controlling→InternalOrders→InformationSystem

→CurrentSettings→GenerateReports→BackgroundProcessing

with Immediate Start

• The customizing lockshould usuallybe switched off. If not, executethe

program ZSENQOFFusing transaction SE38.

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CourseOverview AC415

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Unit 1

Internal Orders: Overview

You will find further information in the Instructor Guide in SAPNet on pages

1 to 11.

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

• Explainthedifferentusagesofoverheadcostordersanddistinguishthem

from one another

• Understandthedifferenthandlingoftheordersinthescenariosshown

• Explainthedataflowineachareainwhichinternalordersareused

Unit Contents

Lesson: Using Overhead Orders ................................................2

Lesson: Real and Statistical Orders.............................................6

Lesson: The Different Scenarios for Internal Orders........................ 11

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Unit1: InternalOrders: Overview AC415

Lesson: Using Overhead Orders

Lesson Duration: 40 Minutes

Lesson Overview

Youlearnabouttheoptionsforusingoverheadcostordersandtheirimportance

as internal controlling objects.

Lesson Objectives

After completingthislesson, you will beable to:

• Identifytheoptionsfor usingoverheadcostorders

• Distinguishoverheadcostordersfromcost centers

• Explainthesignificanceoftheoverheadcostorderasacostcollectorandan

internal controlling object

Theinstructorshouldexplainthesignificanceoftheinternalorderasacontrolling

instrument. Examplesforusingtheordershouldbeshown.

Business Example

Beforeyoustartworkingwithinternalorderswithinyourcompany, youwould

liketogetanoverviewofthedifferenttypesofordersthatareavailableandwhy

they are used.

Figure 1: Using Overhead Orders

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AC415 Lesson: Using Overhead Orders

Thisexampleemphasizesthecentralpurposeofusingoverheadcostsinoverhead

costcontrolling. Inthefirstcase, you post costsfor thetwotradefairsdirectly

tothecostcenterresponsibleforsupportingtheseevents. Becauseexternalcosts

andinternalactivitiesforeachorderaretreatedwiththesamecostelementson

the same cost center, you cannot easily determine which event created which

costs. Therefore,youcanmakenofurthercomparisonanalysesofthetwotrade

fair events.

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 2: 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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Unit1: InternalOrders: Overview AC415

Facilitated Discussion

Discussion Questions

Usethefollowingquestionstoengagetheparticipantsinthediscussion. Feelfree

to use your own additional questions.

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AC415 Lesson: Using Overhead Orders

Lesson Summary

You should now be able to:

• Identifytheoptionsforusingoverheadcostorders

• Distinguishoverheadcostordersfromcostcenters

• Explainthesignificanceoftheoverheadcostorderasacostcollectorandan

internal controlling object

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Unit1: InternalOrders: Overview AC415

Lesson: Real and Statistical Orders

Lesson Duration: 20 Minutes

Lesson Overview

You workout themost importantdifferencesbetweenusingreal andstatistical

ordersandseewhatyouhavetoconsiderformaintenanceandposting.

Lesson Objectives

After completingthislesson, you will beable to:

• Differentiatebetweenreal andstatistical orders

• Review the uses of these two variants

Theinstructor shouldgointothedifferencesbetweenrealandstatistical orders

and also look at the master data maintenance.

Business Example

Youseehowtouserealand/orstatisticordersinenterprisesandlookatthespecial

features of the two variants.

Figure 3: Real Orders

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AC415 Lesson: Real and Statistical Orders

Youcanuseoverheadcostorderstoconductdetailedcontrollingforaparticular

objectoractivity. Allcostsconcerningthisobjectoractivityareassignedtothe

relevant order. When youcreatean overhead order master record, you choose

whethertocreateitasarealorderorastatisticalorder.

Youusetherealordertocollectcostsandallocatethemlatertodifferentrecipients.

Intheprimarycostposting,thecostsareupdatedtotherealorder. Intheperiodic

processof ordersettlement, youallocatetheactualcoststocontrollingobjects.

Youcansettleportionsoftheordercoststomanyobjects.

Whenyoucreateareal order, youmust assigntheordertoacompanycode. If

youhaveselectedbusinessareabalancesheetsinFinancialAccounting,youmust

also assign the order to a business area.

Figure 4: Statistical Orders

Youusethestatisticalordertoevaluatecostswhichcannotbeitemizedindetailin

cost element or cost center accounting.

Youachievethisbyassigningthecoststoboththestatisticalorderandthecost

center. You immediately see the costs in the order (statistical, for information

purposes only) and thecost center (real costs).

Thecostcentertobepostedcanbestoredintheordermasterdata. Thesystem

then finds thecost center automatically. Otherwise, you must specify thecost

centeraswellastheordertocompletethepostingdocument.

Youalsohavetheoptiononastatisticalorderwhethertorecordacompanycode

andabusinessareaontheordermasterrecord. Ifyoumaketheseassignments,

youcanonlyposttransactionstocontrollingobjects,suchascostcenters,which

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Unit1: InternalOrders: Overview AC415

belongtothesamecompanycodeandbusinessarea. Forcross-companycodeor

cross-businessareacontrolling, donot assignacompanycodeorbusinessarea

on the statistical order.

Youcanneithersettlestatisticalordersnorapplyoverheadtothem.

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AC415 Lesson: Real and Statistical Orders

Facilitated Discussion

Discussion Questions

Usethefollowingquestionstoengagetheparticipantsinthediscussion. Feelfree

to use your own additional questions.

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Unit1: InternalOrders: Overview AC415

Lesson Summary

You should now be able to:

• Differentiatebetweenreal andstatistical orders

• Review the uses of these two variants

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AC415 Lesson: The Different Scenarios for Internal Orders

Lesson: The Different Scenarios for Internal Orders

Lesson Duration: 60 Minutes

Lesson Overview

You learn about different variants of the overhead cost orders and obtain an

overview of the data flow of the ordersused.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Explainthedifferentusagesofoverheadcostordersanddistinguishthem

from one another

• Understandthedifferenthandlingoftheordersinthescenariosshown

• Explainthedataflowineachareainwhichinternalordersareused

Theinstructorshouldpresentthedifferentscenariosandexplainthevalueflows.

Business Example

You want to use orders for different scenarios in enterprises and obtain an

overviewofwhatyouhavetoconsiderwhenusingthem. Youwouldalsoliketo

getanideaaboutthedataflowoftheordersyou use.

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Unit1: InternalOrders: Overview AC415

Figure 5: The Different Scenarios forInternal Orders

InternalordersintheSAP Systemdescribeindividualjobswithinacontrolling

area. Orderssupportaction-orientedplanning,monitoring,andallocationofcosts.

Internalordersmaybeusedfor avarietyof purposes:

• 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:

• You canconsider costsaccordingto aspectsotherthan those usedin cost

center accounting.

• Youcancomparein-houseproductionandexternalprocurementcostsfor

decision making purposes.

The primary focus of this course is overhead cost orders. The other types of

internalordersarediscussedinthechapterSpecialSubjects.

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AC415 Lesson: The Different Scenarios for Internal Orders

Figure 6: Capital Investment Orders

TheInvestmentManagement(IM)componentprovidesfunctionssupportingthe

planning, investment, and financing processes involved in capital investment

measureswithinyour enterprise. Youcancontrolmeasuresthatyour company

undertakesforthepurposeofproducinglongtermassetsforitsownuse,andwhich

havetobeenteredinthebalancesheetasassetsunderconstruction. Aprerequisite

forthisisaninvestmentprofilethatisstoredintheordermasterrecord.

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 requirecapitalization aresettled

directlytotheassetunderconstruction. Themonthlyevaluationbalancesdisplay

thecapitalinvestmentundertakingintheassetinventory.

Thefullsettlementtakesplacewhenthecapitalinvestmentmeasureiscompleted.

Incompleteorpartialactivation,youenterintheordersettlementrulesthefinal

assetswhicharetobethebasisforthesettlementoftheassetunderconstruction.

Thedebitssettledtotheassetinconstructionarerepostedtothefinalassetsand

theasset under constructionisautomaticallycredited.

Thesettlementsideincludesalineitemsettlementprocedureforthisparticular

ordertypeinadditiontothestandardsettlementmethodsforinternalorders.

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Unit1: InternalOrders: Overview AC415

Figure 7: Accrual Orders

Internal orders can be used as collectorsof monthly credits resulting from the

accrual calculation.

OrganizationalexpensesareoftenallocateddifferentlyinFinancialAccounting

thaninManagementAccounting. Forexample,anexpenseenteredintoFIinone

accountingperiodmaycoverawholeyear,fromaManagementAccountingpoint

ofview. InordertoavoidcostfluctuationsinCostCenterAccounting,coststhat

donotoccuronaregularbasisshouldbeallocatedtotherelevanttimeperiodsand

costcenters. Anycostsallocatedonthisbasisareknownasaccruedcosts. This

evendistributionofanirregularexpenseistermedaccruedcost.

Youcanusethepercentagemethodor 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.

Inaccrual calculation, theamountsof theaccruedcostsaredebited tothe cost

centers. Simultaneously,anaccrualobjectdefinedbyyou(costcenterorinternal

order)iscredited. Theeffectiveactualcostsarealsopostedontheaccrualobject

inordertocalculate,analyze,andallocateanybalancesbetweenexpensesfrom

FinancialAccountingandaccruedcostsfromManagementAccounting.

Inthetarget=actualmethodyoualsocanuseaninternalorderforcollectingthe

credits.

Accrualcalculationrequiresordercategory02(accrualcalculationorder).

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AC415 Lesson: The Different Scenarios for Internal Orders

BothmethodsofaccrualcostcalculationarehandledinthecoursesAC410Cost

CenterAccountingandAC412CostCenterAccounting: ExtendedFunctions.

Figure 8: 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.

Usingtheidentifier“Revenuepostingsallowed”intheordertype,youcancontrol

whether ornotrevenuescanbepostedto anorder.

Orderswithrevenuescanbesettledattheendoftheperiodinthefollowingways:

• Costs can be settled to any recipient

• Revenuescanbesettledprimarilytothefollowingobjects:

– Profitability segments

– Other orders with revenues

– G/L accounts

– Not to cost centers!

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Unit1: InternalOrders: Overview AC415

Facilitated Discussion

Discussion Questions

Usethefollowingquestionstoengagetheparticipantsinthediscussion. Feelfree

to use your own additional questions.

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AC415 Lesson: The Different Scenarios for Internal Orders

Lesson Summary

You should now be able to:

• Explainthedifferentusagesofoverheadcostordersanddistinguishthem

from one another

• Understandthedifferenthandlingoftheordersinthescenariosshown

• Explainthedataflowineachareainwhichinternalordersareused

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UnitSummary AC415

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

• Explainthedifferentusagesofoverheadcost ordersanddistinguishthem

from one another

• Understandthedifferenthandlingoftheordersinthescenariosshown

• Explainthedataflowineachareainwhichinternalordersareused

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Unit 2

Master Data

You will find further information in the Instructor Guide in SAPNet on pages

12 to 21.

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

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Unit2: MasterData AC415

Unit Contents

Lesson: Master Data Maintenance............................................21

Exercise 1: Master Data....................................................27

Lesson: Status Management for Overhead Orders.........................31

Exercise 2: Status Management ..........................................35

Lesson: Grouping and Collective Processing................................41

Exercise 3: Grouping and Collective Processing........................45

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AC415 Lesson: Master Data Maintenance

Lesson: Master Data Maintenance

Lesson Duration: 60 Minutes

Lesson Overview

Lesson Objectives

After completingthislesson, youwillbeable to:

• Define an order type

• Nameanumberofcontrolcharacteristicsoftheordertype

• Create orders

• Use the Order Manager

• Changethescreenlayoutcontrolforinternalorders

• Maintain model orders

Theinstructorshouldbroadlyexplainthecontrolfunctionoftheordertype,the

screenlayoutandthemodelorder,andshouldshowhowtocreateandorderwith

the Order Manager.

Business Example

TheorganizationalunitshavealreadybeensetupinIDES.Youwanttocreatea

newordertypesoyoucandefineyourownorders. Youcreatemasterrecordsand

learnthesettingsthathelpyoumaintainthemasterdata.

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Unit2: MasterData AC415

Figure 9: Order Type

Internalorderscanonlybecreatedwithreferencetoanordertype.

You must assign each order to an order type, which then transfers certain

parameterstotheorder. Ordertypesdefinethepurposeoftheorderandtheway

itisprocessedinthesystem. Theordertypemayalsobeusedtogrouptogether

orders with similar characteristics.

Theorder typeisvalidfor anentireclient; thereforeyoucanuseanordertype

in any controlling area.

Among other things, theorder 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.

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AC415 Lesson: Master Data Maintenance

Figure 10: Order Manager

Worklistsandmasterdatacanbedisplayedinonescreenatthesametimeusing

the Order Manager.

Masterdatacanbegroupedinapersonalworklistorasaworklistgeneratedusing

variousselectioncriteriaandcanthenbeprocessedinanumberofways. Within

the worklist, you can:

• Search

• Sort

• Set filters

• Show details

• Select layouts

• Run collective processing

• and so on

Youcanalsonavigateintothedatascreenfromtheworklist.

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Unit2: MasterData AC415

Figure 11: 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.

Ifyouassignan order toaworkbreakdownstructureelement(WBSelement),

youcanmonitor the valueof theorder in theProject System(PS). Inaddition,

youmayprocessthesettlementofallordersassignedtotheprojectautomatically

during project settlement.

Theremainingassignmentspossessinformativevalue,meaningthattheycanbe

evaluated in the internal order information system. This information does not

influence the posting of plan or actual costs.

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AC415 Lesson: Master Data Maintenance

Figure 12: Screen Layout

You can design your own screen layouts for the order master data. You then

assigntheappropriatelayouttotheordertype. Ifyoudonotassignalayoutforan

ordertype, allfieldsaredisplayedinthestandardlayout.

Themasterdataaredisplayedinuptofivetabpagesinatabindex. Youcanname

the tabs according to your own needs.

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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Unit2: MasterData AC415

第 37 页 / 共 193 页

AC415 Lesson: Master Data Maintenance

Exercise 1: Master Data

Exercise Duration: 20 Minutes

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 toexploretheSAP system functionality.

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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Unit2: MasterData AC415

Solution 1: 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.

Hint: Themenupathabbreviationsusedinthesolutionsare

as follows:

SAPEasyAccessMenu: Accounting→Controlling→Internal

Orders

SAPReferenceIMG:Tools→Customizing→IMG→Execute

Project → SAP Reference IMG.

b) SAP Reference IMG → Controlling → Internal Orders → Order

MasterData→DefineOrderTypes→NewEntries

Enter1 in the Order category field.

Enter MA## in the Order type field.

EnterGroup##“MarketingBrochures”intheDescriptionfieldthat

follows the order type field.

Enter20 in theSettlement profile field.

Enter000001inthePlanningprofilefield.

Enter000001 intheBudget profile field.

Enter000002 in the Status profilefield.

ActivatetheCommit. managementfield.

Select Save.

Confirmtheinformationmessage tocontinue.

Go back to the IMG.

Continued on next page

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AC415 Lesson: Master Data Maintenance

2. Assign your new order type to the Marketing group number range

(400000-499999). Save the assignment.

a) SAP Reference IMG → Controlling → Internal Orders → Order

MasterData→MaintainNumberRangesforOrders

Select Group → Maintain

Scrollallthewaydowntotheordertypesthatarenotyetassigned.

Double-click on your order type (MA##) – (the color will change

slightlyonceyouhaveselectedyourordertype).

Scroll back up to the Marketing group (number range

400000-499999).

Select this group.

SelectEdit → Assign element group.

Select Save.

ConfirmthetransportmessagewithENTER.

Go back to the IMG.

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Unit2: MasterData AC415

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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AC415 Lesson: Status Management for Overhead Orders

Lesson: Status Management for Overhead Orders

Lesson Duration: 40 Minutes

Lesson Overview

Lesson Objectives

After completingthislesson, youwillbeable to:

• Understand the life cycle of the orders

• Differentiatebetweenthesystemanduserstatuses

• Define your own user status profile

Theinstructor shouldshowwhat effectsthedifferent system statuseshaveand

should define and use a user status profile.

Business Example

You want to learn about the effectsof the system status. Becauseyou want to

insertanapprovalprocedurebetweentheopeningandtherelease, youdefinea

user status profile.

Figure 13: Status ManagementforOverhead CostOrders

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Unit2: MasterData AC415

Anorder hasitsownlifecycle, whichbeginswhenyoucreateitandendsafter

youcloseit. Duringthistime,costsareplanned,postedandsettledtotheorder.

Statusmanagementinformsyouthataparticularphaseintheorderlifecyclehas

beenreached, anditcontrolswhichbusinesstransactionsarevalidforanorder

at any given time.

ThestandardSAPSystemincludesfoursystemstatussettings: Created,Released,

TechnicallyCompleteandClosed. Thesystemstatusallowsonlycertainbusiness

transactions; forexample, you cannot postactual costsinthephase“Created”.

Changingthestatusof an overhead orderisitself abusinesstransaction andis

done on 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,youcouldcreateasyourinitialuser

statusan“Unapproved”settingwhichprohibitsreleasingtheorder. Asystem/user

statuscombinationof “Created, Approved”wouldberequiredbeforetheorder

could bereleased and actual costsposted to it.

Youcanalsodefinestatus-dependentfieldselectionsandauthorizationsforyour

userstatussettings. Thefirstallowsyoutocontrolmasterdatafieldmaintenance

during the order life cycle. The second allows you to define which users are

permittedtoprocesstransactionsindifferentphasesofthelifecycle.

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AC415 Lesson: Status Management for Overhead Orders

Figure 14: User Status

You define user statuses and associated rules in a status profile and assign the

profile to your order type.

The status profile allows you to:

• Define the user statuses

• Assign a sequence 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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Unit2: MasterData AC415

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AC415 Lesson: Status Management for Overhead Orders

Exercise 2: Status Management

Exercise Duration: 15 Minutes

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Explain theeffect of the statusmanagement

• Understand how a user status profile works

Business Example

MarketingandITServiceswilluse"real"orderstocollectthecostsforservices

that are provided for other cost centers. This way, the costs can be allocated

(settled)tothecostcentersthatreceivetheservices. TheMarketingorderisan

individualorderforamarketingbrochureforanewmodelofcellphone. Since

thisisashort-termorder,itwillbecreatedasnon-plan-integrated. TheITServices

orderwillbeastandingorder,thatis,anorderthatisusedforseveralfiscalyears.

For thisreason, it must beaplan-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?

_________________________________________________________

Continued on next page

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Unit2: MasterData AC415

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.

_________________________________________________________