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SAP CO NOTES
INDEX
PARTICULARS Page No. CO Areas and Basic Settings for Controlling
3 Cost Center Accounting 11 Online Reconciliation Leger 23 1.
Creation of GL Masters 2. CO Customization 3. FI Customization
25 27 28
Cross Company Code Postings 31 Maintain Overhead structure 34
Statically Key Figures (SKF) 38 Assessment 42 Internal Orders 46
Budgeting and Availability Control 60 Profit Center Accounting 64
Integration 76
1. Transaction Key /Process Key 2. Valuation Class 3. Assignment
of accounts 4. MM Customization 5. FI Consultant job in MM 6.
Assignment of Accounts for Automatic Postings(MM
to FI) 7. FI Consultant job in SD 8. SD Steps 9.
77 78 89 90 97
100
115
Co-Profitability Analysis (CO-PA) 1. Data flow in CO-PA 2.
Customization 3. SD End user area
120 120 122 126
Report Painter 129 Product Costing 132
1. Co Consultant Job (Activity based costing) 2. PP Consultant
job 3. CO End User area 4. MM End User area 5. PP End user area
134 144 146 147 149
Actual Costing 153 1. CO Consultant job 2. PP consultant area 3.
Asset Accounting area
153 167 174
New General Ledgers (ECC 6 New Features ) 179
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1. Customization 2. Document Splitting
180 188
Central Excise and Sales Tax 1. Central Excise Customization
(Purchase) 2. Central Excise customization (Sales) 3. SD End user
area
192 195 211 217
Financial Statement Version 228 Asset Accounting Area 237
Project Report 238
CONTROLLING (CO)
This is used for internal reporting in Co organizational
Hierarchy Highest node is controlling area. In FI Highest node is
company , Company code
CO AREAS :
1. Cost Elements Accounting: To update Co records / sub modules
cost elements are required.
There are two types of cost elements 1. primary cost elements 2.
Secondary cost Elements
2. Cost Center Accounting: This is used to view department wise
costs.
3. Internal orders: This is used to view costs for specific
task.
Eg: Vehicle wise running expenses / Petrol expenses, Repairs to
that Vehicle, Telephone wise expenses production order costs /
Exhibition costs.
Create each vehicle as n order and capture the costs
Production order: Create production order as on internal order
and capture the costs.
Exhibition costs: Sales men salaries , Advertisement discounts
to customers conveyance. Create a exhibition order
4. Profit center accounting : This is used to view profitability
product wise / Division wise / Location wise if business area is
not used in FI
5 Product Costing :This is used for valuation if inventories
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Eg: Finished goods and work in process. 6. Profitability
analysis: This is used to view profitability for number of
parameters
at a time. Eg. Sales order wise / Customer wise / Product wise /
Plant wise / Sales organization wise profitability this is
reporting tool
BASIC SETTINGS FOR CONTROLLING: Maintain controlling area
FI Organization Structure CO. Organization Structure
Company Controlling | | Company code | | | Business area Cost
Center
Scenario 1
Company | Company code = Controlling Area | | Business area ---
Cost Center
(a)Controlling area at company code level, b)Business area will
be assigned in cost centers.)
Scenario -2
Company = Controlling Area | | Company code | | | Business area
--- Cost Center
(a )Controlling area at company (group) level no. of company
codes will have one controlling area, b) Business area will be
assigned in cost centers.
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1) When management wants to view number of company codes cost
centers data at a time It is not possible in 1st Scenario It is
possible 2nd scenario.
In report it will ask only one controlling area and not multiple
controlling area.
2) When management wants to view number of cost centers data of
company code Directly it is possible in 1st scenario.
Also it is possible in 2nd Scenario By creating cost center
groups.
It means 2nd Scenario is more flexible.
MAINTAIN CONTROLLING AREA:
Path : SPRO Controlling General controlling Organization
Maintain controlling area (Tr.Code is OKKP)
If we go for 1st scenario company code should be the controlling
area.
If we go for 2nd scenario we can use any code for controlling
area code.
Double click maintain controlling area.
Select new entries button
Controlling area :BIL Name :controlling area forBIL Company code
to controlling area : Select controlling area same as company code
Currency type : select 10 company code currency.
Once we select 10 company code currency , currency field, Chart
of Accounts filed and Fiscal year variant filed will be updated
automatically.
Cost Center standard hierarchy : BILHIER Save Select yes button
for the message system to create as a standard hierarchy Select
create request button Short description : Co customization for
BIL
Press enter Press enter once again to save in the request.
COST CENTER STANDARD HIERARCHY: Cost center standard hierarchy :
BILHIER | Cost centers Dept. A Dept.B Dept.C
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At the time of cost center creation It will ask under which
hierarchy we are creating the cost centers.
In the report when we give cost center Dept.A It gives only
Dept.A date. When we give cost center Dept.B It gives only Dept.B
date.
When we give cost center hierarchy BILHIER It gives all the cost
centers data.
Double click on assignment of company codes folder Select new
entries button Give the company code : BIL Select save button or
Ctrl+S Press enter to save in your request
Double click on a activate components / control indicators
folder Select new entries button Fiscal year :2007
Cost center : Select component active Select active type check
box Order management select component active. Select profit center
accounting check box Save Ignore the warning message press
enter
MAINTAIN NUMBER RANGES FOR CONTROLLING DOCUMENTS:
1. CO through posting from FI (Business transaction COIN
CO No rang interval for the business transaction COIN
FI Document type Co And no.ranges
SA COIN | | 01 |
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| 1-100000 1-00000 Manual posting F-02 Automatic posting
1. Repost Co line items (Business transaction RKU3)
Option 1
Posting in FI
Wages A/c Dr 100000 Dept.A Wages A/c Dr 200000 Dept.B Wages A/
Dr 300000 Dept C To bank 600000
1 FI Document 1 Co Document COIN
Note :Automatic posting is a business transaction
Option 2
Posting in FI Posting in CO
Wages A/c Dr 600000 Dept common Dept A 100000 Dept.common Dept B
200000 Dept. Common Dept C 300000
To Bank 600000 Post Co line item
2 Documents 1 FI Document No FI document 1 CO Document COIN 1 CO
Document RKU3
Transfer document wise/line item wise Total documents
generated
1. FI Document 2. CO Documents
Wages A/c Dr 600000 Dept Common Dept A 300000 Dept Common Dept B
200000 Dept Common Dept C 300000
Rent A/c Dr 50000 Dept A
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To bank 650000 Repot CO line item
Transfer line item wise
Transfer document wise / Line item wise
Report costs ( Business transactions RKU1)
This is used when we split the cost center into number of cost
centers or transfer for wrong cost center postings.
No FI document will be generated
CO document only will be generated
Transfer cost element wise (GL Account wise) 01/07/2007 split
into Dept A and Dept X
Dept A Dept X
30/04/2008 400100 Salaries 200000 30/05/2008 400100 Salaries
250000 30/06/2008 400100 Salaries 275000 ----------
400100 total 725000 400100 Salaries 200000
30/04/2008 400101 wages 100000 03/05/2008 400101 wages 150000
30/06/2008 400101 wages 125000 ----------
Total 400101 375000 400101 wages 125000
30/04/2008 400300 Rent 500000 31/05/2008 400300 Rent 50000
30/06/2008 400300 Rent 50000 --------
400300 Total 150000 400300 Rent 40000
Planning primary costs ( Business transaction RKP1)
Planning cost center wise or no. range interval for all the
types , budgeting cost center wise for each cost element.
Path: SPRO- Controlling General controlling Organization-
Maintain number ranges for controlling document (T.Code is
KANK)
Controlling area : BIL
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Select maintain groups button From the menu select group Insert
Text: Co doc no. range interval for BIL From number : 1 To number
:100000 Enter Double click on business transactions COIN
RKU3 RKU1 RKP1
Select Co.No.range interval for BIL check box From the menu
select Edit Assignment element group Save Ignore the message press
enter
Note :Usage of Version locked authorized person only Eg; Cost
Accountant
MAINTAIN VERSIONS:
Version are nothing but budgets
Original budgets Version 0 Revised budget version 1 Re revised
budget Version 2
We can compare actual with original budget, Revised budget and
Re revised budget
Path: SPRO Controlling General controlling Organization Maintain
versions
Select version 0 (Plant /actual version ) Double click on
settings for each fiscal year folder Give the controlling area :
BIL Enter
Select new entries button Fiscal year :2008
Exchange rate type :select B (Bank selling rate)
Once budgeting is completed at end user are a select version
locked So that no body can change budget figures.
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Select save button or Ctrl+S
Press enter to save in your request
Select bank arrow Planning is made attend user area after
plannings completed we select version locked check box , no body
can change planned figures.
COST ELEMENT ACCOUNTING:
To update CO records / sub modules cost elements are
required
There are 2 types of cost elements
1. Primary cost element 2 Secondary cost elements A)Primary cost
elements are our general ledger accounts
A)Secondary cost elements are other than general ledger
accounts
B) Posting to primary cost elements are possiable
B) Postings to secondary cost elements are not possible. They
are used to allocations / Settlements
Dept C Dept A Dept B (Service Dept) (Production Depts) Salaries
100000 Wages 200000 Power 5000 In the month end, by using secondary
cost element, we allocate costs from service to production
Depts.
COST ELEMENT CATEGORIES
PRIMARY COST ELEMENT CATEGORIES: 1. Primary cost / costs
redacting revenues. This used for expenditure accounts 3. Accrual /
Deferral per surcharge :This is used for month end provisions only
in
CO 11. Revenues: This is used for income accounts 12. Sales
Deduction: This is used for expenditure accounts like sales
commission
Trade discount where CO-Profitability analysis module is
activated 22. External settlement( Settlement from CO FI): This is
used for allocation of
internal order settlement to GL Accounts / Assets.
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SECONDARY COST ELEMENT CATEGORIES:
21. Internal settlement (Settlement from CO to CO) This is used
for allocation of internal order settlement cost to cost
centers.
31. Order/ Project Results analysis: This is used for work in
process calculations is product costing.
41. Overheads rates :This is used for calculation of raw
material overhead rate / Production overhead rate in product
costing .
42. Assessment: This is used for allocation of primary cost
element posing and secondary cost postings from one cost center to
other cost centers.
43. Internal Activity Allocation: This is used for calculation
of activity types in production cost. Eg: Machine hours rate /
labour hour rate in product costing.
COST CENTER ACCOUNTING
This is used to view department wise costs we use cost center
accounting. 1. Creation of primary cost elements, we can create
A) FI Area | B)CO Area |- Co Area C)Automatic creation |
2. Display cost elements created 3. Creation of filed status
group by making cost center required entry field 4. Assign new
filed status group in GL expenditure accounts 5. Creation of cost
centers. 6. Creation of cost center groups. 7. Creation of cost
element groups 8. To enter exchange rate for type M for INR to Euro
9. Posting of transaction in FI 10. To view cost center wise
report. 11. To view CO documents
1. A) Creation of primary cost element at FI area Use to FS00 GL
masters creation Give the GL account number : 400100 Salaries
Account Company code : BIL Form the menu select GL Account display
Now select edit cost element button Valid from date :01.04.2008 To
date :31.12.9999 comes automatically Enter Cost element category :
Select 1 (Primary cost / cost reducing revenues) Select save button
or Ctrl+S
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1. B) Creation of Primary cost element at CO area: Use
transaction code FS00
Path: Accounting- Controlling- Cost element accounting-Master
data-Cost element Individual processing-Create primary (Tr.code
KA01 )
Cost element : 400300 Rent Account Valid from :01.04.2008 to
31.12.9999 Enter Cost element category :1 (primary cost /cost
reducing revenue) Save
1. C) Automatic creation of primary cost elements:
1) Marked default settings (OKB2)
path : SPRO-Controlling-Cost element accounting-Master data Cost
elements Automatic creation primary and secondary cost
elements-Make default settings.(Tr.code is OKB2)
Give the chart of Accounts : BIL Enter Account from :400301
Account to :499999 Cost element category select 1 Save Press enter
to save in your request
Create batch input session (OKB3) Same path as above Give the
controlling area : BIL
Valid from :01.04.2008 Valid to :31.12.1999 Session name :BIL
(This is text field) Execute
Execute batch input session (Tr code is SM35)
Same path as above Select session name : BIL
Select process button Select session :BIL
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Select display errors only radio button Select process button We
get a message processing of batch input session completed. Ignore
the message & select exit batch input button
Display primary cost elements created (KA03)
Path: Accounting-Controlling-Cost element accounting-Mater
data-Cost element Individual processing Display- (Tr code is
KA03)
Select drop down button beside cost element Give the Controlling
area : BIL Enter
Creation of field status group by making cost center required
entry field: (Tr.Code is OBC4)
Select field status variant: BIL Double click on filed status
groups folder
100000 equity share capital G001 We cant make cost center
required for balance sheet accounts
400100 Salaries Account G001 For G004 we make cost center
required and
assign in salaries account (i.e in expenditure accounts)
Double click on field status group G004 cost accounts Double
click on General data Text make it required entry field Select next
group button Cost center select required entry filed Select next
page or page down button two times. Business area make it option
entry filed Save
Press enter to save in your request
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Assign group new field group in GL expenditure accounts
(FS00)
Give the GL account 400100 salaries account Company code :BIL
From the menu select GL account change select create / Bank /
Interest tab Filed status group change to G004 Save Give the GL
Account No.400300 Rent A/c
Company code :BIL From the menu select GL account change
Change field status group to G004 Save
Creation of cost centers:
Path: Accounting-Controlling-Cost center accounting-Master
data-Cost center-Individual processing-create (Tr.code is KS01)
Cost center : Dept A Valid from :01.04.2008 to 31.12.9999
Enter
Give the name : Dept A
Give the description : Dept A Person responsible :Mr.A Cost
center category : Select 1 production Hierarchy area : select
BILHIER
Business area :BILH
Currency :INR
Select save button or Ctrl+S Ignore the warning message press
enter
One more cost center : Dept B Valid from :01.04.2008 to
31.12.9999 Reference cost center : Dept A
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Controlling area : BIL Enter
Change the name to Dept B Change the description to cost center
Dept B Change the person responsible : Mr B Other fields are common
Select save button Ignore the warning message press enter
Cost center : Dept C Valid from :01.04.2008 to 31.12.9999
Reference cost center : Dept A
Controlling area : BIL
Enter
Change the name to : Dept C
Change the description to cost center : Dept C Change person
responsible to Mr.C Cost center category : Select to 2 (service
cost center) Select save button or Ctrl+s Ignore the warning
message press enter
Creation cost center groups: Hierarchy : BILHIER Cost centers
Dept A Dept B Dept C Dept X Dept Y Dept Z Category Production Prod
Service Production Production Service Business Area HYD HYD HYD BGL
BGL BGL
If we want to see all cost centers data BILHIER
If we want to see production cost centers data Create a cost
center group and assign Dept A . Dept B, Dept X and Dept Y.
If we want to see HYD cost centers data cost cost center group
and assign Dept A, Dept b and Dept C
If we want so settled production cost centers data create A cost
center group and assign Dept A and Dept B
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Path : Accounting Controlling Cost center accounting Master
data- Cost center group Create (Tr.code is KSH1)
Give the cost center name : BILHYD PROD Enter
Description Hyderabad production cost centers BIL Select Edit
Cost Center Insert cost center button Select the cost centers Dept
A
Dept B Save
Creation of cost Element group:
FI : Account groups Personnel cost CO:Dept wise personal cost or
Administration
400100 salaries Create cost element group personnel and assign
400100 -400199
400101 Wages
400102 Bonus
400103 Staff welfare and Administration Create cost element
group administration and assign 400300-400399
400300 Rent 400301 Telephone exp 400302 Petrol exp In the report
center Dept A Dept C
Or Cost center GRP Cost element Or Cost element GRP personnel
administration
Path: Accounting Controlling-Cost center accounting-Master
data-Cost element group Create (Transaction code: KAH1)
Cost element group name : BILADMIN Enter
Description : Administration expenses for BIL Select insert cost
element button (Shift+F4) (Edit Cost element Insert cost element)
From 400300 to 400399
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Save
To enter exchange rate for type M for INR to EURO (Tr.Code is
OB08)
Select new entries button Exchange rate type : M (Average rate)
Valid from :01.10.2008 From currency : INR
To : EUR
Direct quotation :0.02 Select save button or Ctrl+S Press enter
to save in your request
Posting of transaction in FI Transaction code:F-02
Give the document date : Todays date Type :SA Company code :BIL
Posting key :40 Account :400100 salaries account Enter Give the
amount :500000 Cost center : Dept A Text :Salaries posting
One more expenditure
Post key :40 Account :400300 Rent account Enter Amount :100000
Cost center : Dept A Text : Rent posting Posting key : 50 Account
:200105 SBI current account Enter Amount :* Business area :BILH
Text : Expenditure posting From the menu select Document Simulate
Select save button or Ctrl+S
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To view cost center wise report:
Path: Accounting Controlling-cost center accounting Information
system-Report for cost center accounting-Line items Cost centers:
Actual line items (Transaction :KSB1)
Cost center select Dept A (if you want change the posting dates)
Select execute button Keep the cursor and the first line item
Select document button Select back arrow Select change layout
button (Ctrl+F8) Select Document no.under column set Select value
in reporting currency under displayed columns Select left arrow or
show selected filed button Select reference document no.under
column set Select value in report current under displayed columns
Select left arrow
Select business transition under column set Select document no.
under displayed columns Select left arrow Enter
To view co documents: Path :Up to reports for costs center
accounting path is same -Line items Co documents :Actual costs
(transaction code is KSB5)
Document no. :1 to 100000 Execute Select folder button for
document no.1
Report co line items:
Business transaction RKU3 FI doc.13 001 400100 Salaries 500000
Dept A 150000 Dept B
50000 Dept C
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Report co line item 002 400300 Rent 100000 Dept A 003 200105 SBI
600000
Report co line item Transfer document wise /line item wise ,
transfer line item wise No FI document will be generated Only
document will be generated
Path: Accounting Controlling-Cost center accounting Actual
postings-Report line items-Enter (Transaction code is KB61)
Select document no. :13 Company code :BIL Fiscal year :2008
Execute Double click on line item no.1 Amount under new account
assignment 150000 Cost center :Dept B Select new item button Select
next button Amount under new account assignment 50000 Cost center :
Dept C Save
Go and see the cost center report KSB1
Give the cost center Dept A Select execute button To view cost
element wise to total
Select cost element column
Select sub totals button (Note:That is dues cost element wise
total)
Repot costs (Business transaction RKU1)
This is used when we split a cost center in to number of cost
centers or wrong cost center postings. No FI document will be
generated Only CO document will be generated Transfer cost element
wise (GL account wise)
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Path : Accounting-Controlling-cost center accounting Actual
postings-manual reporting of costs Enter (Transaction code is
KB11N)
Cost center (old) : Dept A Cost element 400100 Salaries
Amount :100000 Cost center new : Dept C
One more cost center (old) : Dept A Cost element :400300
Rent
Amount :25000 Cost center (new) : Dept C Enter
Select save button or Ctr+S
Period lock:
FI CO A) Transaction which effect FI and CO eg:COIN
To open To open
B) Transaction which effect only CO Eg.RKU3, RKU1
No check To open
C) Transaction which effect only FI Eg.Debit balance sheet and
credit balance sheet
To open No check
Sept .08 March Oct 2008 to March 2009
An expenditure posting in FI for September. We cant post since
periods are not open.
Path: Accounting Controlling-cost center accounting-Environment
Period lock-chang (Tr.code is OKP1)
Controlling area : BIL Fiscal year :2008
Select actual button Select period :01 Select lock period button
Save
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Set controlling area :(OKKS):
Path :up to Environment the path is same Set controlling
area
Give the controlling area :BIL Enter Real time integration of
controlling with FI on line reconciliation ledger This is used when
we get for 2nd scenario (no.of company codes having one controlling
area ) all the company codes should use same Char of Accounts.
Planning cost center wise
Path :Accounting Controlling cost center accounting Planning
Cost and Activity inputs Change (KP06)
Version :select 0 (Original budget) From period :1 To period :12
Fiscal year :2008
Select next page or page down button Cost center group
:BILHIER
Cost element From :400000 Cost element To :499999
Free Form Bsed If we select radio button If we select from based
radio button We have to select cost element from the drop down list
and plan against the Climents
The cost element list in a available on screen plant against
cost elements
Select form based radio button Select overview screen button For
cost element 400100 Plan Fixed cost 1500000 Distribution key 1
Equal distribution Select cost element 400100
From the menu select Goto Period screen Select back arrow Fro
cost element 400300 Plan fixed cost 960000
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Distribution key 1 To plan for Dept B Select next combination
button To go back to previous dept select previous combination
button Save
To view variance report cost center wise
Path :Accounting Controlling-Cost center accounting Information
system Reports for cost center accounting Plan /Actual comparisons
Cost centers: Actual /Plan/Variance (Tr code is S_ALR_87013611)
Controlling area :BIL Fiscal year :2008
From period :10 To period :10 Plan version :0 Cost center Value
:Dept A
Execute
Keep the cursor on Salaries A/c actual costs amount
Select call up report button Double click on cost centers :
Actual line items keep the cursor on the first line item. Select
document button
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ONLINE RECONCILIATION LEDGER
Reconciliation used when when number of company codes having one
controlling area 2nd Scenario It can be at controlling area All the
company codes should use the same Chart of Accounts due to online
reconciliation ledger, it generated in a document in FI
BIL Controlling area |
------------------------------------------------------------------------
| | Company code BIL company code BSL | |
------------------------------------
------------------------------------
| | | | | | Dept A Dept B Dept C Dept X Dept Y Dept Z
If salaries paid and posted FI at (F-02)
Salaries A/c ----------------------------------
100000 | | Out of 100000 salaries 20000 belongs to company code
BIL
If we use the reconciliation account at cost center level and
the 20000/- is transfer to company code BSL (Dept X) it passes the
entry in financial automatically Here Reports at No FI records In
BIL Books BSL Dr 20000 To Salaries a/c 20000 In BSL books
Salaries account Dr 20000
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To BIL a/c 20000
Customization at Finance:
To copy company code BIL customization including accounting to
BSL
Path :SPRO-Enterprise structure Definition Financial accounting
Edit, copy, Delete, Check company code(T.Code EC01)
Double click on copy, delete, check company code From the menu
select organization object copy organization object From Company
code :BIL To company code : BSL Enter
Select Yes for the message (for copy the GL accounts) Select No
button allocate a different local currency Ignore the message press
enter
Select create request button Short description :Customization
for Birla Steel Limited Press enter
Enter once again to saving the request
Go on press enter till you got the message company code BIL
copied to BSL with out 75 number range object Ignore the message
press enter
Select back arrow Double click on edit company code data Select
position button Give the company code :BSL Enter
Select company code : BSL Select address button change the
company name to : Birla Steel limited Enter
save and Save in your request button
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Assign company code to company
Path :SPRO-Enterprise structure-Assignment Financial
accounting-Assign company code to company
Select position button Give the company code : BIL Enter For the
company code :BSL assign BIL(group name) Select save button or
Ctrl+S Press enter to save in your request
Document type SA should allow inter company postings: (OBA7)
Select type : SA Select details button Select inter company
postings check box Save
Press enter to save in your request
Creation of GL Masters FS00
BIL Books BSL Books 1) FI/CO reconciliation account under only
expediter group which should not be a cost element 400150 Personnel
group
1)FI/CO reconciliation account under any expenditure group which
should not be a cost element 400150 personnel group
2) Birla Steels limited, current assets, Loans & Advances
200160 Birla Steel Limited
2)Birla Industries Limtied current Assets, Loans & Advances
200161 Birla Industries Limited
Same chart of accounts BIL chart of accounts BIL BSL chat of
accounts BIL When we use same chart of accounts, account
description should be same in all the company codes.
In BSL books If we create account No.200160 It takes Birla
Steels Limited- we can not crate our account in our books.
Creation of GL masters FS00
Give the GL account no. :400150
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Company code :BIL Select with template button Give the GL
account o. :400100 Salaries Company code : BIL Enter
Change short text & GL account long text to FI/CO
reconciliation account
Select create / bank /interest tab Field status group change to
ICCF CO < -> FI reconciliation posting Save Give the GL
Account No.200160 Company code : BIL Select with template button
Give the GL Account No.200100 Cash A/c Company code :BIL Enter
Select type/Description /tab Change short text GL account long
text to BIRLA STEEL LIMITED Select create / Bank/Interest tab Filed
status group change to G067 Deselect relevant to cash flow check
box Save Give the GL account No.400150 Company code :BSL Select
with template button Give the GL account 400150 Company code :BIL
Enter & Save Give the GL account 200161 Company code :BSL
Select with template button Give the GL account 200160
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Company BIL Enter
Select type / Description tab Change short text +GL long text to
Bila Industries limited Save
Prepare cross company code Transaction (Transaction code is
OBYA)
Path :SPRO-Financial accounting-GL accounting Business
transactions-Prepare cross company code transactions
Company code 1 BIL Company code2 BSL Enter Posted in BIL cleared
against BSL Debit posting key :40 Account debit :200160 ( Birla
Steel Limited) Credit posting key :50 Account credit :200160 Posted
in BSL Cleared against BIL Debit posting key :40 Account debit
:200161 Bilra Industries Limited Credit posting key :50 Account
credit :200161 Save Press enter to save in your request
CO customization ( tr code is OKKP)
Maintain controlling area
Assign company BSL to controlling area BIL Select controlling
area :BIL
Select details button Company code to controlling area: Select
cross company code cost accounting Reconciliation ledger document
type :SA (GL accounts document) Double click on activate components
/ control indicators folder Select company code validation check
box Double click on assignment of company codes folder
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Select company code :BIL Select copy as button Change the
company code to BSL Enter & save
Ignore the warning message press enter
Activate reconciliation ledger (Tr code KALA) Note: Follow
through path
Path:SPRO Controlling Cost element accounting-Reconciliation
ledger-Activate deactivate reconciliation ledger
Double click on activate reconciliation ledger Controlling area
:BIL Select Execute button Ignore the warning message press
enter
Define adjustment accounts for reconciliation posting (Tr code
is OK17) Same path
Double click on define accounts for automatic postings Select
change account determination button Save Reconciliation account:
Give the account no.400150 FI/CO Save Press enter to save in your
request
FI CUSTOMIZATION
Define variant for real time integration:
Path :SPRO-Financial accounting (new) Financial accounting
global setting (new) Ledger-Real time integration of controlling
with financial accounting Define variants for real time
integration
Select new entries button Variant for real time integration
B1
Select real time integration active check box
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Select account determination active check box Key date active
from :01.04.2008 Document type :SA Ledger group (FI) :0L Text
variant for :BIL
Select cross company code check box Select cross business area
check box Select cross profit center check box Save Press enter to
save in your request
Assign variants for real time integration to company code:
Same path. Select new entries button Company code :BIL Variant
:B1
Company code :BSL Variant :B1
Save Press enter to save in your request
Creation of cost center for company code BIL (KS01)
Give the cost center department X Valid from :01.04.2008 To date
:31.12.9999 Reference cost center :Dept A
Controlling area :BIL Enter
Change the name to :Dept X Change the description to cost center
dept X Change company code to BSL
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29
Select save button or Ctrl+s Ignore the warning message press
enter
Repost costs (F-02)
Cost center old :Dept A Cost element :400100 Salaries Amount
:20000 Cost center new Dept X Save
To make text filed optional for field status group G004 cost
accounts(Tr.code is OBC4) Select field status variant for BIL
Double click on field status groups folder Double click field
status G004 Double click on General data Text make it optional
entry field Press enter to save in our request
Go and see the FI documents (Tr.code is FB03)
Select document list button Give the company code :BIL Enter the
date :From date To Date Execute
Double click on document no. Select back arrow Chang the company
code to BSL Execute
Double click on document no.
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30
CROSS COMPANY CODE POSTINGS
Company code :BIL BSL
Outstanding expenses of BSL paid by BIL
BSL Dr 25000 Outstanding 25000 To Bank 25000 To BIL 25000
Paying company code : BIL Credit Bank :BIL 25000 Debit
outstanding exp :BSL 25000
Use the Transaction code :F-02
Give the document date :Todays date Type :SA Company code :BIL
Posting key :50 Account no. :200105 SBI CA Enter Amount :25000
Business area :BILH Text :outstanding expense payment on behalf of
BSL Posting key :40 Account no :100500 out standing exp. New
company code :BSL Enter Amount :* Business area :BILH Text :+ From
the menu select document Simulate Double click third line item
Business area :BILH Text :+ Select next item button Business area
:BILH Text :+
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31
Select save button or Ctr+S Posting by Company code :BIL Cross
company code no. :15 08
FI posted by Company code :BSL Cross company code no. :2 08
By viewing the cross company code document number We know which
company code has initiated the posting.
Select continue button
Accrual orders (Imputed cost calculation)
This is used for month end provision only in CO This is used for
irregular expenses like Bonus Cost element category should be 3
Accrual/ Deferral per surcharge Define CO.No.range in interval for
business
Transaction :KAZ1 Actual cost center accrual
FI Month end provision 1. Accrual / Deferral document
A. Bonus provision for Nov 30.11.2008 Bonus A/c Dr.10000 To Out
standing exp. 10000 Dept A
B. Reverse next month 1st 01.12.2008 01.12.2008 Outstanding Exp.
Dr.10000 To Bonus A/c 10000 Dept A
C. Bonus provision for Dec. 31.12.2008 Bonus A/c Dr 20000 To Out
standing exp 20000 Dept A
2. Open item management A). Bonus provision for Nov. 30.11.2008
Bonus A/c Dr10000 To Outstanding exp. 10000 Dept A B). Bonus
provision for Dec. 31.12.2008 Bonus Dr.10000 To Outstanding exp
10000 Dept A
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32
Month end provision
Number of companies will not prepare profit & loss and
Balance sheet every month, the will not make provision in the books
every month in year end, companies follow accrual basis of
accounting. They make provisions for the whole year.
Expenditure for all the months Less (other than March)
Expenditure for March More
In SAP when we take production an accounting entry will be
generated automatically Finished goods valuation will be based on
costs for the month.
Stock valuation will be accrual orders Lower in all month other
than March
Accrual orders Higher in March
Create overhead structure Salaries 100000 Bonus -10% on salaries
1000 Debit cost center credit cost center
Dep Dummy (No accounting entry)
In the month end Dept A
Bonus 1000 allocation to Dept A costs will be allocated to
production orders There by Dept A will be zero- production
valuation will be correct.
Dept Dummy Bonus 1000
In the year end in FI when we make bonus provision for the whole
year.
31.03.2009 Bonus A/c Dr 1200000 To Outstanding 1200000 Dept
Dummy
Dept dummy values in the year end
31.03.2009 Dept dummy 1200000 April to March 10000*12 = 120000
====== =====
In the year end Dept dummy values will be zero.
Creation of GL master bonus account personnel cost (FS00)
group:-
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33
Give the GL Account No. :400105 Company code :BIL Select with
template button Give the GL account no. :400100 (salaries) Company
code :BIL Enter Change short and GL account long text to Bonus
account Save Select edit cost element button (F8) Valid from date
:01.04.2008 to 31.12.9999 Enter Cost element category :Select 3
accrual deferral per surcharge save
Creation of cost center Dept dummy (KS01)
Give the cost center : Dept dummy Reference cost center : Dept
A
Controlling area :BIL Enter
Change name to Dept dummy Change description to cost center:
Department dummy Select save button Ignore the warning message
press enter
Maintain overhead structure:
Path:SPRO-Controlling Cost element accounting-Accrual
calculation percentage method-maintain overhead structure
(Transaction code is KSAZ)
Select create over head structure button (F7) Over head
structure :BIL1 Description :BIL overhead structure Select save
button Row Base
10 B1 Enter Give the name salaries Select create button Row O/H
rate (Over head rate) Description FR To CR 20 B2 Bonus 10 10 B3
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34
Enter Give the name Bonus Dependency :KRS1(controlling area)
Select create button Save Ignore the message press enter Keep the
cursor on overhead structure BIL1 Select assignment button (F5)
Controlling area :BIL Select actual accrual radio button Select
continue button
Valid from valid to overhead structure 1 2008 12 2008 BIL1
Save Double click on overhead structure BIL1 Keep the cursor on
B1
From the menu select Goto calculation base From cost element
400100
Save Kept the cursor on B2
From the menu select Goto overhead rate
Valid from Valid to Actual overhead 1 2008 12 2008 10% Save From
10 To 10 Crdit B3
Keep the cursor on B3
From the menu select go to credit Company code :BIL Business
area :BILH
Valid to :12 2008 Cost element :400105 Cost center :Dept
Dummy
Save
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35
Define CO.no range interval for the business transaction
KAZ1-Actual cost Center accrual:(Transaction Code KANK)
Give the controlling area :BIL Select maintain group button
Double click on KAZ1- Actual cost center accrual Select CO.No range
interval for BIL check box From the menu select Edit-Assigned
element group Save
Ignore the warning message press enter
1. Posting of salaries for the month of August F-02
Give the document date end posting date :03.08.2008 Date
:03.08.2008 Type :SA
Company code :BIL Posting key :40
Account no. :400100 Salaries A/c Enter
Ignore the warning message press enter
Amount :100000
Cost center Dept A Text :Salaries posting
Posting key :50 Account no :200105 SBI current Account Enter
Amount :*
Business area :BILH
Text :+
From the menu select document Simulate and save
Accrual calculation (KSA3)
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36
Accounting Controlling Cost element accounting-Actual postings
Accrual calculation select cost center radio button give the cost
center : Dept A period :5 fiscal year :2008 deselect test run check
box select details list check box Execute Select next list level
button
Go and see the cost center report KSB1
Give the cost center :Dept A Posting date :01.08.2008 to
31.08.2008 Execute
Select back arrow Give the cost center : Dept dummy Execute
Bonus provision in the year end in FI Transaction F-02
Give the document date & Posting :31.03.2009 Type :SA
Company code :BIL Posting key :40 Account no. :400105 bonus account
Enter Ignore the warning message press enter Amount :10000 Cost
center :Dept dummy Text :Bonus provision for the year 2008-09
Posting key :50 Account :100500 outstanding exp. Enter Amount :*
Business area :BILH Text :+ Document Simulate and save
Go and see the cost center report KSB1 Give the cost center
:Dept dummy Posting date :01.04.2008 to 31.03.2009
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37
Execute
STATICALLY KEY FIGURES (SKF)
This is used as a basis for allocation of costs from one cost
center to other cost centers. Eg. Employee / Area/ Telephone calls
Dept C Dept A Dept B (service Dept) (Production departments)
Salaries 500000 No.of employee of A and B Rent 100000 Sq.meter are
of A & B Telephone Exp25000 No.of telephone calls of A & B
Enter CO. No range interval for the business transaction.
RKS (Enter statistical key figures) SKF category Fixed Total
Fixed Total If we choose fixed, values If we choose total To SKF
are common for all months in the year, if we dont make changes in
between Eg: Employee / Area
We have to enter values for SKF, for each and every month Eg:
Telephone calls
No.of Employees No.of Telephone calls April 2008 100 100 Aprl
2008 1000 May 2008 | | May 1500 June | | June 2000 July | | July
Aug | | Aug Sep | | Sep
Oct | 150 Oct
Dec | | Dec Jan.09 | | Jan 2009 Feb | | Feb March | | March
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38
Define co.no range interval for the business transaction
RKS-Enter Statistical key figures Transaction Code is (KANK )
Give the controlling area : BIL Select maintain groups button
Double click on RKS Select Co.No.range interval for BIL check box
From the menu select Edit Assignment element group. Save Ignore the
warning message press enter.
Create Statistical key figures
Path :Accounting Controlling cost center accounting master
Data-Statistical key figures Individual processing Create (Tr.Code
is KK01)
Give the statistical key figure :EMP Enter
Give the Name :Employee Statistical key figure unit of
measurement : Select EA each
Key figure category :Select fixed values under radio button
Save
Path : Accounting Controlling Cost Center accounting actual
postings-statistical key figures-Enter (Tr.code is KB31N)
Received cost center : Dept A Statistical KF : EMP
Total quantity :500 Received cost center : Dept B Statistical KF
:EMP Total quantity :250 Save
Period end closing In the month end, we allocate costs from one
cost center to other cost centers
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39
Dept C Dept A Dept B (Service department) (Production
departments)
Salaries 500000 no.of employee of A and B Wages 300000 No.of
employee of A and B Rent 50000 Percentage basis
Basis of allocation can be percentage method statistical key
figures method /activity type (machine hour / labour rate)
Allocation methods: 1. Assessment :
A) Transfer primary cost postings and secondary cost postings.
Dpt X Dept C Dept A Dept B Wages 100000 Salaries 500000 Salaries
400000 Salaries 300000 Wages 300000 Rent 50000 Add all 85500 Add
all from C 95000 10% All from Dept X 100000 ---------- -----------
-----------
Less 950000 1255000 395000 ===== ======= =======
Allocation Primary cost postings Secondary cost postings
B) Receiving cost centers cant track original cost element Dept
A and B will not show the transfer value how much salaries wages
and rent.
C) Define Co.No.range interval for business transaction RKIU
actual overhead assessment.
2. Distribution A) Transfer only primary cost postings B)
Receiving cost center can track original cost elements. C) Sender
should be only cost center D) Define Co.No.range interval for the
business transaction RKIV actual
overhead distribution.
3. Periodic reposting: A) Transfer only primary cost postings B)
Receiving cost center can track original cost elements. C) Sender
can be a cost center or interval order. D) Define Co.No.range
interval for the business truncation.
RKIB periodic reposting.
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40
4. Indirect activity allocation. A)Transfer only primary cost
postings. B) Receiving cost center can track original cost
elements. C) Sender should be only cost center. D) Transfer
quantities as well as values. E) Define Co.No.range interval for
the business truncation. RKIL Indirect activity allocation .
Which over method we follow, we have to create cycles.
When the allocation basic is different for the cost elements in
the cost center, we have to create number of cycles for number of
segments for a cycle.
Dept C Dept A Dept B (Service Department) (Production
departments)
Salaries 500000 No.of employees of A and B Wages 300000 No.of
employees of A and B Rent 50000 Percentage basis
Option 1:
Cycle 1 Cycle 2 (Salaries and wages allocation) (Rent
allocations) | | Segment 1 Segment 1 Option 2
Cycle 1 | ----------------------------------------------
| | Segment1 Segment2 (Salaries and wages allocation) (Rent
allocation)
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41
ASSESSEMENT
1. Creation secondary cost element : i.e (that is) assessment
cost element :
Path: Accounting Controlling Cost element accounting-Mater
data-Cost element Individual processing Create secondary (KA06)
Give the controlling area :BIL Enter
Cost element :1000000 Valid from :01.04.2008 to 31.12.9999
Enter
Name and description :Assessment cost element. Cost element
category :42 (Assessment ) Save
2. Define Co.No.range interval for the business truncation-
RKIU-Actual overhead assessment
Use the Truncation code :KANK
Give the controlling area :BIL Select maintain groups button
Double click on RKIU Select Co.No.range interval for BIL check box
From the menu select Edit Assignment element group. Ignore the
message press enter
Creation of assessment cycle:
Accounting Controlling Cost center accounting-Period and closing
Current settingsDefine assessment (Tr.code S_ALR_87005742)
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42
Give the cycle :BIL1 Start date :01.04.2008 Enter Text :
Assessment cycle Select iterative check box. Select save button or
Ctrl+S Press enter to save in your request Select iterative check
box Dept C Dept A 60% 300000 54000 Salaries 500000 Dept B 30%
150000 27000 Less :Allocation 500000 Dept Z 10% 50000 9000
--------
0 Add: Allocation 90000 Less :Allocation 90000 -------
0 Add: Allocation 1800
Dept Z Wages 400000 Dept X 50% 225000 4500 Add: Allocation 50000
Dept Y 30% 135000 2700 --------
450000 Dept C 20% 90000 1800 Less : Allocation 450000
-------
0 ====
We have to run number of items to make both cost center values
zero. If we select interactive check box, system will run number of
items automatically till both cost center values become zero.
Select attach segment button. Segment name : Segment 1
Description : Salaries allocation Assessment cost element
:select 1000000
Sender rule :select posted amounts Share in % :100
Select actual value origin radio button Receiver rule :Select
variable portions Variable portion type :Select actual statistical
key figures
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43
Select sender / receivers tab Sender cost center :Dept C Under
Cost element :400100 (Salaries a/c) Under Receiver cost center
group :BILHYDPROD Select receiver tracing factor tab Statistical
key figure :EMP
Select receiver weight factors tab Select save button or Crl+S
Press enter to save in your request
Select attach segment button Segment name segment2 Description
:Rent allocation
Assessment cost element :1000000 Sender rules :Posted amount
Sharing in % :100% Select actual value origin radio button Select
receive rule :Fixed percentages Select senders/ receivers tab
sender cost center :Dept C Cost element :400300 (Rent ) Receiver
cost center group : BILHYDPROD Select receiver tracing factor tab
Dept A 70 Dept B 30
Save Press enter to save in your request
Go and see the cost center Report (Tr code is KSB1)
Give the cost center :Dept C Posting date :01.10.2008 to
31.10.2008 Execute Select cost element column Select sub totals
button
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44
Dept C A B Salaries 1500000 No.of employees
500 250 100000 50000
Rent 25000 Percentage basis 70 30 17500 7500
Execution of assessment cycle:
Path :Accounting Controlling Cost center accounting Period end
closing-Single functions-Allocations Assessment (KSU5)
Give the period :7 (October) Fiscal year :2008
Deselect text run check box Select details list check box Cycle
select :BIL1 Execute
Select receiver button
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45
INTERNAL ORDERS
This is used to view costs for a specific task. Eg. A) Vehicle
wise running expenses Management has to task decision whether to
sell the (or) keep the vehicle in company
A) petrol expenses for the vehicle B) Repairs to the vehicle
It we take GL accounts in FI we will not create each vehicle
wise petrol expenses and repairs account.
In cost center accounting vehicles will be under administration
cost center and the petrol expenses repairs and administration
expenses will be posted to administration cost center.
By creating vehicle as an internal order we can get the
costs.
B) Telephone expenses: If we want to know telephone wise
expenses in FI we will have one account for all telephones. If we
take cost center It will be entered in administration cost center -
We can not get telephone wise expenses directly. By creating
telephone as an order we can get telephone wise expenses.
C) Production order costs In a month no. of production orders
will be executed. Some production orders consume more raw material
and same production orders consume less raw material. If FI we have
only GL account raw material consumption We dont know order wise
consumption. By crating production order, we can get order wise
costs.
D) Exhibition costs Company is conducting an exhibition
Salesmen salaries One account Conveyance Different account
Advertisement Different account Discounts Different account
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46
We don't know the exhibition costs by creating an order we can
get exhibition costs
Orders will be of 2 types 1)Real orders 2)Statistical orders
Settlement is possible settlement not possible We can settle
order statistical orders are used for
decision making
To Cost Center (Internal settlement) From Co to Co GL Accounts
Assets (External settlement ) (From CO to FI) When we transfer from
cost center To cost centers allocation by assessment / Distribution
periodic reposting / Indirect activity allocation.
When we transfer from Internal order settlement. Eg. Telephone
expenses Dr 50000 Cost center Dept Order Tel no.66110883 To Bank
50000
The cost will be allocation to production orders from CO
In the production order valuation we cant take.(50000+50000) We
have to take only one time 50000
When we are posting to no. of cost objects are will be real and
others will be statistical.
At the time of order creation there is a statistical order check
box. A) When we select statistical order is statistical order check
box.
Order is statistical (Automatically cost center will be real) B)
If we dont select statistical order check box Order is real
(Automatically cost center will be statistical )
Statistical order : Telephonewise expenses order we create as
statistical order.
Telephone expense Dr 50000 Cost center Dept A Order Telephone
no.66611983 Statistical To Bank 50000
Cost Center Dept A Telephone expenses 50000 Allocation to paid
order 50000
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47
Cost center Dept A Zero In the month end we allocation costs
from Dept A to production orders there by cost center Dept A will
be zero.
Order telephone no.66611983 Telephone expenses 50000
Management can see telephone wise expense at any point of time
afterwards.
Suppose we create order as real order Telephone expenses Dr
50000 Cost center Dept A To Bank 50000 order telephone no.66611983
Real
Cost center c data Telephone Expenses 50000 Order Telephone
no.6661987 Telephone expenses 50000 Allocation to production
50000
Order will be zero In the month end we allocate cost from order
telephone no.66611983 to production order there by order will be
zero.
Afterwards management cant see telephone wise expense.
Creation of order types:
Path : SPR O Controlling Internal orders order master
data-Define order types (KOT2_OPA)
Select new entries button Order category :Select 01 Internal
order (Controlling) Enter
Order type :BILT Description :Telephone orders for BIL Planning
profile :select 000001 (General budget /plant profile) Object class
:Select Over head cost Select release immediately check box Save We
get message no.range not processed Ignore the message press
enter
Select assign /change interval button beside no.reage
interval
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48
Double click order type :BILT Select motor pool
A-ZZZZZZZZZZZZ(External) From the menu select Edit Assign element
group Save
Ignore the message press enter
Creation of filed status group by making cost center and
internal order required entry fields (OBC4)
Select field status variant :BIL Double click on field status
group folder Select field status group G004 cost accounts Select
copy as button Change the filed status group to G002 Change the
text to cost accounts (CC & IO required) IO =Internal order
Enter
Save CC=Cost Center Press enter to save in your request
Double click on G002 Double click on additional account
assignment CO /PP order make it required entry field. Save
Creation of GL master telephone expense (FS00)
Give the GL account no.400305 Company code :BIL Select with
template button GL account 400300 Rent account
Company code :BIL Enter
Change short text and GL a/c long text to Telephone expenses
Select crate / Bank/Interest tab
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49
Change the filed status group to G002 Save
Select edit cost element button Valid from date :01.04.2008
Enter
Cost element category :Select 1
Save
Creation of Internal orders:
Path :Accounting Controlling-Internal orders-Master data-Special
functions Order Create (Tr code is KO01)
Order type :Select BILT Enter
Order no. :BIL 66611983 (Telephone no.) Description :Telephone
order no.66611983 Company code :BIL Business area :BILH
Select control data tab Select statistical order check box
Save
One more order Order type :BILT Enter
Order :BIL66611984 Description :Telephone order no.66611984
Company code :BIL Business area :BILH
Select control data tab Select statistical order check box
Save
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50
Creation order group
Up to master data the path is same Order group Create (Tr code
is KOH1) Give the order group name :BILHYDTEL Enter Description
:Hyderabad order group (GRP)for BIL Select insert order
button(Select menu bar Edit Order Insert Order) Select to orders
:BIL66611983 :66611984 Save
Posting of transaction in FI (F-02)
Document date :Todays date Type :SA
Company code :BIL Posting key :40
Account no. :400305 Telephone exp Enter
Give the amount :100000 Cost center :Dept A
Order :BIL66611983 Text :Telephone expenses
Posting key :50 Account no. :200105 (SBI current account )
Enter
Amount :*
Business area :BILH
Text :+
From the menu select Document Simulate and save
To view internal order wise report
Path :Accounting Controlling-Internal order-Information
system-Reports for Interval orders -Line items Order -Actual line
items-(Tr. Code is KOBI
Give the order no.BIL66611983 Remove the order group
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51
Execute Keep the cursor and telephone expense line item select
document button
Planning order wise
Path :Accounting Controlling Internal orders Planning Cost and
activity inputs Change (KPF6) Version :0 From period :8 (November)
To period :8 Fiscal year :2008 Select next page or page down button
Give the order no. :BIL66611983 Cost element :400305 Telephone
expense Select from based radio button Select view screen button
Cost element :400305 Total plan cost :75000 Select save button or
Ctrl+S
To view variant report order wise
Path :Accounting Controlling-Internal order Information
system-Reports for internal order-Plant /Actual comparisons-Order
:Actual / plan / Variance (S_ALR_87012993)
Controlling area :BIL
Fiscal year :2008 From period :8 (Current month) To period :8
Pant version :0
Order values :BIL66611983 Execute
Real orders: They are used for vehiclewise expenses
Petrol expenses Dr 50000 Order no.AP9Z1234
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52
To Bank 50000
In the month end: Cost center Dept A Order no.AP9Z1234 Settle to
Cost center Dept B Cost center Dept C Settlement can be percentage
basis / ratio basis /Amount basis
Order No AP9A1234 Petrol expenses 50000 Allocation Dept A 25000
Dept B 15000 Dept C 10000 ------- ------
50000 50000 ==== ====
Order will be zero
Petrol expense Dr 50000 Cost center:Common Order No.AP9Z1234
Statistical To Bank 50000
In the month end from cost center common allocate to Dept A,
Dept B and Dept C by assessment / Distribution / Periodic posting
/Direct activity allocation.
Cost center common Petrol Expenses 50000 Allocation to Dept A
25000 Dept B 15000 Dept C 10000 --------- -------
50000 50000 ==== =====
Cost center will be zero
Order no.AP9Z1234 Petrol expense 50000 =====
Management can see vehicle wise expenses at any point of item
afterwards.
Creation of filed status group by making only internal order
required entry filed (OBC4)
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53
Select filed status variant :BIL Double click on filed status
group folder Select field status group G002 Select copy as button
Change field status group to G010 Change the text to cost accounts
(IO required ) Enter and save Press enter to save in your
request
Double click on G010 Double cock additional account assignments
Cost center make it optional entry field Save
Creation of GL master petrol expense under administration group
(FS00)
Give the GL Account no. :400310 Company code :BIL Select with
template button Give the GL account no.400300 Rent account
Company code :BIL Enter
Change short text and long text to petrol expenses Select
create/bank /interest tab Field status group :G010 Save
Select edit cost element button Valid from date :01.04.2008
Enter
Cost element category :01
Save
Creation of secondary cost element i.e. Statement cost element
(KA06):
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54
Give the cost element :1000001 Enter Name and description
settlement cost element Cost element category :Select 21 internal
settlement Save
Maintain allocation structure:
Path :SPRO-Controlling Internal orders-Actual posting-
Settlement-Maintain allocation structures
Select new entries button Allocation structure :B1
Text :BIL allocation structure
Save
Press enter to save in your request
Select :B1
Double click assignments folders Select new entries button
Assignment :01 Text :Vehicle expenses settlement
Save Select :01
Double click on source folder From cost element :400310 Petrol
expenses
Save Press enter to save in your request
Double click on settlement cost elements folder Select new
entries button Receiver category :Select CTR cost center Settlement
cost element :1000001
Save
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55
Petrol expenses will be settled to cost center by using
secondary cost element settlement cost element. Through orders.
Maintain settlement profiles:
Same path
Double click on maintain settlement profiles Select new entries
button Settlement profiles :BIL1 Description :BIL settlement
profile
Allocation structure :B1
Select to be settled in full radio button Double click on CTR
cost center Select % settlement check box Select equivalence number
check box Select amount settlement check box Under valid receivers
For cost center :Select settlement required Max.no. distribution
rules :999 Residence time :12 months Save Press enter to save in
your request
Rule 1: Order no.AP9Z1234 settle cost center Dept A 30000 Petrol
expenses 50000 settle cost center Dept B 15000 Dept C 5000
Rule 2 Order No.AP9Z1234 Settle to cost center Dept A 85% Petrol
expenses 50000 Settle to cost center Dept B 10% 5% Order
no.AP9Z1234 settle to cost center Dept 4: Petrol exp 50000 Dept 3:
Dept 1:
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56
Maintain number range for settlement documents: Go through Same
path (Tr.code is SNUM)
Select maintain groups button Double click on controlling area
BIL Select Standard accounting document check box From the menu
select EditAssign element group Save Ignore the message press
enter
Creation of order type (KOT2_OPA)
Select new entries button Order category :Select 01 Internal
order (controlling) Enter
Give the order type :BILV Vehicle order type BIL Settlement
profile :BIL1 Budget profile :0000001 (General budget profile)
Object class select :Overhead costs Select release immediately
check box Save Ignore the message press enter save in your
request
Select assign /Change intervals button beside no.range interval
Double click on BILV Select motor pool A-ZZZZZZZZZZZZZZ external
check box From the menu select Edit Assign element group. Save
Ignore the message press enter
Define co.no.range interval for the business truncation
K0A0-Actual settlement. Use the transactions code (KANK)
Give the controlling area :BIL
Select maintain groups button
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57
Double click on KOAO actual settlement Select co.no.range
interval for BIL check box Form the menu select Edit Assign element
group. Save
Ignore the warning message press enter
END USER AREA:
Creation of internal order (KO01) Give the order type :BILV
Enter
Give the order :AP9Z1234 Description :Vehicle no.AP9Z1234
Company code :BIL Business area :BILH
Select control data tab Deselect statistical order check box
Select settlement rule button Category :CTR cost center
Settlement receiver :Dept A Give the percentage :70
One more Category :CTR
Settlement receiver :Dept B Percentage :30
Save Ignore the warning message press enter
Posting of petrol exp F-02
Give the document date :Todays date Type :SA
Company cod :BIL Posting key :40
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58
Account no. :400310 petrol exp. Enter
Give the amount :100000 Give the order no. :AP9Z1234 Text
:Petrol exp.
Posting key :50 Account no. :200105 SBI current account
Enter
Amount :*
Business area :BILH
Text :+
From the menu select menu document Simulate and save
Actual settlement :
Path :Accounting Controlling-Internal order-Period end
closing-Single functions-Settlement Individual processing
(K088)
Give the order :AP9Z1234 Settlement period :8 (current month)
Fiscal year :2008 Deselect test run check box Select check
transaction date check box Select execute button Select details
list button
Note : Order means overall expenses Eg: Vehicle Expenses
Cost Element means each item wise :Eg.Vehicle expenses for
Petrol, Repairs, Driver salary etc
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59
BUDGETING AND AVAILABILITY CONTROL
For budgeting SAP has given availability control Order
no.AP9Z1234 Budget amount 500000
Option 1 Option2 Option 3 Give Give warning Give Warning To the
user Error1 To the user And inform to Budget manager
If actual amount exceeds 85% of budget 425000 Or If the variance
is above 20000 i.e actual 5200000 Or Both Whichever activity comes
first Or If a actual amount exceeds 70% of budget go for option1 If
actual amount exceeds 85% of budget go for option 2 If actual
amount exceed 100% of budget go for option 3
When we do budgeting it generate a document We have to give
budgeting No. range interval only for 04 (Hard coded by SAP)
This is given at client level and not at controlling area level
it is not year specify.
Note : Order Eg.Vehicle Expenses
Cost element :Eg.Vehicle for petrol, repairs,Driver salary
etc.,
Maintain no.range for budgeting:
Planning Budgeting 1. We can plant cost element wise in the
order
1.Budgeting will be done order wise
2. We can do planning period wise in a year (Month wise)
2. Budgeting should be done year wise
3.Micro level (Lower level) 3. Marco level (High level)
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Path :SPRO-Controlling-Internal orders-Budgeting / availability
control-Maintain no.ranges for budgeting (Tr code is OK11)
Select change intervals button
Define tolerance limits for availability control Same path
Select new entries button Controlling area :BIL
Profile :select 000001 General budget profile Tr.group :++ all
activity groups
Action :select 2 waring with mail to person response
Usage :85 Save Press enter to save in your request
Specify exempt cost elements from availability control
Same path
Petrol expenses Repairs Drivers salary is Fixed cost
We can specify when we post to drivers salary all with order
AP9Z1234 Even if, it exceeds 85% of budget no. message need to be
given.
It is known expenditure
Select new entries button Controlling area :BIL Cost element
:400100 Salaries account Save Press enter to save in your
request
Maintain budget manager Same path
Select new entries button Controlling area :BIL
Order :BILV
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Object class :OCost (Overhead cost) User name :SAP user (budget
manager) Save Press enter to save in your request
Budgeting order wise (END USER AREA)
Path :Accounting-Controlling Internal order-Budgeting-Original
budget Change (Tr code is K022)
Order :AP9Z1234 Enter
For the period :500000 (Budget amount) Over / budget also 500000
From the menu select Extras Availability: Control Activate Save
Posting of petrol expenses (F-02)
Give the document date :Todays date Type :SA
Company code :BIL Posting key :40
Account no. :400310 Petrol expenses Enter
Give the amount :350000 Order :AP9Z1234 Text :Petrol expense
Posting key :50 Account no. :200105 SBI current account
Enter
Give the amount :* Business area :BILH
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Text :+
From the menu select Document Simulate and save Ignore the
message press enter
To view in box of the budget manager Path :SAP MenuOffice Work
place (Tr code is SBWP)
Select inbox folder We get a message accounting document no.
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PROFIT CENTER ACCOUNTING
This is used to view profitability division wise /product wise
/location wise if business area is not use in FI
Idea scenario
Company FI | Company code FI | Business area FI (Location) |
----------------------------------------------------------------------------------------
| | | | Steel Cement Pharma Co-profit center Division Division
Division Accounting | | Product wise Co profitability Analysis
Option 1 Option 2 Hyderabad location HYD BGL MOM | | | | Steel
Cement Pharma Steel cement Pharma
Profitability Profitability Balance sheet
The advantage of profit center accounting is it derives profit
center automatically though derivation rules. A) In case of
expenditure Tough cost centers B) IN case revenues Automatic
account assignment C) In case of balance Though business area
Sheet it items (Applicable for option 2) Eg:a) At the time of
creation of cost center assign profit center
Dept A-Assign profit center steel
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b) At the time of posting
wages a/c Dr 500000 Dept A To Bank 500000
It updates cost center Dept A as well as profit center
steel.
We have to create dunning profit center. At the time of posting,
when there is no derivation rules, system updates dummy profit
center. Transfer form dummy profit center to respective center.
Create derivation rule so that future transactions will not go to
dummy profit center. They will go to respective profit centers.
Set controlling area (OKKS)
Path :SPRO-Controlling Profit center accounting-Basic
settings-Set controlling area Give the controlling area :BIL
Enter
Maintain controlling area settings: (OKE5) (Follow through path
)
Path :Up to base settings the path is same- Controlling area
settings-Maintain controlling area settings
Standard hierarchy :BIL Select elimination of business volume
check box Profit center local currency type :Select 20 Controlling
area currency Select confirm button Select store truncation
currency check box Save
Elimination of internal business volume
Purchase Material no. 1 Profit center steel Order Vendor no.
1234 | Plant HYD | Profit center Steel | Qty 1 Kg | Rate 100 Goods
Receipt
It should no take in steel profit center 100+100 It should take
only one time
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Create dummy profit center
Path :SPRO-Controlling-Profit center accounting-Master
data-Profit center-Create dummy profit center(Tr code is KE59)
Double click on dummy profit center Give the dummy profit center
:BIL dummy Select basic data button Name :BIL dummy Description
:Dummy profit center for BIL
Profit center group :BIL
Save
Set control parameters for actual date
Path : Up to basis settings the path is same Controlling area
settings -Activate direct postings-Set control parameters for
actual data (Tr code is 1KEF)
Select new entries button From year :2008 Select Line items
check box Select online transfer check box Save
Maintain plan versions
Up to activate the path is same
Plan version Maintain plan version
Select version :0 Plan /Actual Version Double click on settings
for profit center accounting folder Select new entries button Year
:2008
Select online transfer check box Select line items check box
Exchange rate type :B (bank selling rate) Save
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Press enter to save in your request
Define no. ranges for local documents
A) At the time of creation of cost center Assign profit center
Dept A-Assign profit center
B) At the time of posting Wages A/c 500000 Dept A To Bank 500000
When there is no derivation rule It updates dummy profit center
Transfer from dummy profit center To Profit center steel
No FI document will be generated No co document will be
generated once profit center document will be generated (local)
Path :SPRO-Controlling-Profit center Accounting-Actual
postings-Basic settings: Actual Define number ranges for local
documents (Tr code is GB02)
Select maintain groups button Select actual document from direct
posting with GB01 check box From the menu select interval
Maintain
Give the company code :BIL Enter
Select interval button Year :2008
From no :1
To :100000
Enter and save Press enter to save in your request
Select back arrow Select planned doc.with direct posting with
GB01 check box Form the menu select interval maintain
Give the company code :BIL Enter
Select interval button
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Year :2008 From no. :100001
To no. :200000 Enter and save
Creation of profit center:
Path :Accounting-Controlling-Profit center accounting-Master
data-Profit center-Individual processing-Create (Tr code is
KE51)
Give the profit center :Steel Select master data button Analysis
period to :01.04.2008 to 31.12.9999 Name :Steel
Long text :Profit center steel
Person responsible :Mr A Profit center group :BIL
select activate button (Shift+F1)
One more profit center
profit center cement select master data button name :Cement long
text :Profit center cement person responsible :Mr B profit center
group :BIL select activate button
Create account groups
up to master data the path is sameAccount group create (Tr code
is KDH1)
Give the account group name :PLITEMS ( Profit & Loss)
Enter
Description :P & L accounts for BIL
Select insert account button From :300000
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To :499999 Save
Select Back Arrow Account groups :BSITEMS
Enter
Description :Balance sheet accounts for BIL
Select insert account button Form A/c :100000
To A/c :299999 Save
Assign profit center in cost center
Path :Accounting-Controlling-Cost center accounting-Master
data-Cost center-Individual processing-Change (KS02)
Give the cost center :Dept A Select master data button Give the
profit center :Steel Select save button or Ctrl+S Ignore the
warning message press enter
Cost center :Dept B
Enter
Profit center :Cement
Save Ignore the warning message press enter
Creation of sales account as revenue element (FS00)
Give the GL account no. :300000 Sales A/c Company code :BIL
Select edit cost element button Enter
Cost element category :Select 11 Revenues
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Save
Maintain automatic account assignment of revenue elements
Path :SPRO-Controlling Profit center accounting Actual
postings-Maintain automatic account assignment of revenue elements
(Tr code is OKB9)
Select new entries button Company code :BIL Cost element :300000
Sales A/c
Account assignment details :Select 2 Business area is mandatory
Save
Press enter to save in your request
Select :BIL with cost element 300000
Double click on detail per business area /valuation area folder
Select new entries button
Option 1 Option 2 HYD location | Steel cement Pharma HYD BGL MUM
300000 | | | HYD Steel Steel Cement Pharma 300001 Sales cement
300000 Sales account HYD Cement 300002 Sales pharma HYD Steel HYD
Pharma BGL Cement Mum Pharma
Business area : BILH Profit center : Steel Business area : BILB
Profit center : Cement Save
Choose addition balance sheet and p & L accounts
Applicable for second scenario: Application for second
option
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Same path Select choose accounts (Tr code is 3KEH)
select new entries button Account from :100000 Account to
:299999 Default profit center :Steel Save
Press enter to save in your request
Select profit center determination button Select crate step
button Step description :Profit center derivation though business
area for balance sheet
items.
Select drop down button under name column Select GSBER
businesses area Save
Select maintain rule values button Select source field intervals
on /off button Account no.100000 To account no.299999 Business area
:BILH
Profit center :Steel
Account no :100000 To account no. :299999 Business area
:BILB
profit center :Cement
Save
END USER AREA 1) Planning profit center wise for p & L
items
Path :Accounting Controlling Profit center accounting Planning
cost /Revenues-Change (Tr code is 7KE1)
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Version select :0 From period :8 To period :8 Fiscal year
:2008
Company code :BIL Select next page or page down button Profit
center :Steel Account group :PLITES
Select from based radio button Select overview screen button Per
account no.300000 Sales account Profit center reporting currency
:600000 (Minus report currency) For account no.400100 salaries A/c
without any sign Save
Planning profit center wise for balance sheet items (Only for
second scenario)
Up to planning the path is same Balance sheet accounts change
(Tr code is 7KE3)
Version :0 From period :8 To period :8 Fiscal year :2008
Company code :BIL select next page or page down button Profit
center steel
Account group :BSITEMS
Select form based radio button Select overview screen button For
account :100300 SBI rupee term loan Profit center reposting
currency 20000- with minus sign
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For 200105 SBI current account profit centers reporting currency
200000 without any sign
Save
Posting of cash sales (F-02)
Give the document date :Todays date Type :SA Company code :BIL
Posting key :40 Account no. :200105 (SBI current account) Enter
Amount :550000 Business area :BILH
Text :sales posting
Posting key :50 Account no. :300000 (Sales a/c) Enter
Amount :*
Business area :BILH
Text :+
Form the menu select Document Simulate and save
Posting of salaries (F-02)
Document date :Todays date Type :SA Company code :BIL Posting
key :40 Account no. :400100 Salaries a/c
Enter
Give the amount :475000
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Cost center :Dept A Text :Salaries posting
Posting key :50 Account no. :200105 SBI current account
Enter
Amount :*
Business area :BILH
Text :+
Document simulate and save
To View variance report profit center wise for P & L
items
Path :Accounting Controlling Profit center
accounting-Information system-Repost for profit center
accounting-Interactive reporting Profit center group:Plan /actual
/variance (Tr code is S_ALR_87013326)
From period :8 (Current /Running month) To period :8 Fiscal year
:2008
Plan version :0 Profit center values :steel
Profit center accounts groups :PLITEMS Select execute button
To view variance report profit center wise for balance sheet
items:
Up to interactive reporting the path is same Profit center
group: Balance sheet accounts plant / Actual /Variance (Tr code
S_ALR_87013336)
From period :8 (Running month) To period :8 Fiscal year :2008
Plan version :0
Profit center values :Steel Balance sheet account group
:BSITEMS
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Execute
Transfer of values from one profit center to another profit
center One cost center works for no.of profit centers we an assign
only one profit center is cost center. In dept A Profit center
steel From profit center steel transfer to cement Manual transfer
through cycles
No.FI document will be generated No.CO document will be
generated Only profit center document will be generated.
Path :Accounting Controlling-Profit center accounting-Actual
postings-Profit center document Enter (Tr code is 9KE0)
Layout select 8A-001 document :Profit center /account Select
execute button Company code :BIL Select Enter screen button Profit
center :Steel
Account no. :400100 Salaries In profit center local currency
500000 (with minus sign) Profit center :Cement Account no. :400100
Salaries
Amount :500000 (without minus sign) Save
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INTEGRATION
Organization structure :
FI: Business area
Company | Company code MM:- Structure SD: Structure
Business area | Factory / Sales organization Company code level
/ | Plants Branch/Port | Regional location | | | Storage locations
Raw material / Finished goods Distribution-> Direct sales
through /Packing material Channel Agents | |
Division Product groups/ products
Why we create port as a plant:
Keep the material on ship HYD Chennai Customer Factory Port
Export sale Terms of delivery-FOB (Free on Board) ownership will
be transferred once we kept the martial on ship.
Business area will be assigned to plants, plants will be
assigned to sales organization business area will be assigned to
sales organizations.
In SD module, combination of sales organization, distribution
channel and division One sales area.
Sales Area 1 Sales Area 2 Hyd sales Org. Hyd Sales org | |
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Direct sales Through agents | | Steel Steel
Movement types: Similar to posting keys in FI 101 Material
receipt against purchase order /production order 102/122 Reversal
of 101
201 Issue to cost centers 202 Reversal of 201 261 Issue to
orders 262 Reversal of 261 521 Production receipt without
production orders. 522 Reversal of 521 561 Opening stocks taking
562 Reversal of 561 601 Delivery (sales) 602 Reversal of 601
Difference between 201 and 261
Cost centers Dept A Dept B Dept C Issue material Production
order 1 (Movement type 261)
Stores items to issue Production order 2 (Mov.type 201) (cost
center 201) Production order 3
Material issue is identifiable to production orders use movement
type 261 Material issue is not identifiable to production orders
use movement type 201
Transaction key /process key
a) BSX Inventory postings b) WRX Goods receipt /Invoice receipt
(GR/IR) c) PRD Price difference /Production order differences d)
GBB Offsetting entry for inventory postings (i) VBR consumption
(ii) VNG Scrapping (iii) BSA Opening stocks (iv) ZOF Production
receipt without production order (v) AUF Production receipt with
production order
(vi) VAY Delivery where sales account is created as revenue
element (CO implemented) (vii) VAX Delivery where sales account is
not created as revenue element (Co not implemented)
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(viii) AUA production order differences
Eg: 400000 Raw material consumption 200121 Inventory raw
material
For consumption Raw material consumption Dr To Inventory raw
material
For GBB VBR Assign account no.400000 For BSX Assign account
no.200121
Valuation class: Valuation class determines the GL accounts to
be posted automatically. A) Raw materials Local Imported Inter unit
purchases Inter company purchases 4 Valuation class B) Stores
:Local 2 valuation class C) Finished goods own manufacturing 1
valuation class
Valuation grouping code / valuation modifier /Valuation
modification key:
Company codes BIL BCL BSL Chart of accounts BIL Plants HYD-BGL
BGL-MUM HYD-MUM Local raw materials RM1 RM2 RM3-RM1 RM2-RM3
Incase of purchases, 200121 Inventory raw material local
When we follow same chart of accounts for numbers of company
codes, Instead of assigning accounts number of times, assign only
one time by using valuation grouping code.
Valuation Chat of accounts Company code Valuation Areas Plants
Grouping
HYD BIL BIL X BGL BIL BIL X BGL BIL BCL X MUM BIL BCL X HYD BIL
BSL X MUM BIL BSL X
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For X in case of RM local purchases assign account number
200121, inventory Raw material local.
This is similar to posting periods in FI
A) Define posting period variant X B) Assign posting period
variant to company codes X to BIL X to BCL X to BSL c) Define
posting periods for variant X for X1, 2008 12,2008
Material types Price controls
Raw materials ROH V-Moving average price purchase price Stores
& spares ERSA V-Moving average price purchase price Packing
& material VERP V-Moving average price purchase price Finishing
goods FERT S-Standard price Raw materials + Semi finished goods
HALB Overheads Purchased V-Moving average price Purchase price
Produced S-Standard price Raw material+Overheads Trading goods HAWA
V-Moving average price Purchase price Services DIEN
Semi finished goods purchased Dept A Dept B Dept C Dept D 15
days FG Sales order To be delivered with in 2 days Purchase an item
where with
In 2 days purchase an item Where processing of A,B and C is
completed D processing of D
Se