Introduction to Job Costing in Sap_release 1 Onlyfinal

8/17/2019 Introduction to Job Costing in Sap_release 1 Onlyfinal

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Introduction to Job Costing in SAP:Release 1 Only

April 20, 2006


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Project Vision

BTS Vision Statement

Dramatically improve service delivery to schools/employees.

Radically improve the efficiency of District operations and our ability to managethem.

Reduce/eliminate paperwork and redundant manual processes.

Increase accountability and transparency to the public in the use of public funds.

Provide better data for decision-makers and stakeholders at all levels.

The Business Tools for Schools (BTS) project will replace many of

LAUSD’s outdated and stand-alone business systems, such as IFS,BRASS, HRS, PTRS, Payroll, and FRDB using SAP software.


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Project Release Scope

Go-Live: July 2006

Finance

•General Ledger

• Accounts Receivable

•Grants Management

•Project Systems

•BTS Management

Reports (Finance)

Go-Live: Dec. 2006

HR/Payroll/Budget

• Applicant Tracking

•Organization Mgmt.

•Personnel Administration

•Benefits

•Time Management

•Payroll

•Position Budget Control

•Budget Development•Budget Maintenance

•HR/ Payroll Reports

•BTS Management

Reports (HR)

Go-Live: July 2007

Supply Chain,MSS and ESS

•Manager Self-Service

•Employee Self-Service•Procurement

•Product Master Data

• Accounts Payable

•Inventory

•Supplier RelationsMgmt.

• Asset Management

•Controlling (Costing

Sheet)

Release 1 Release 2 Release 3


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Agenda

• Objective

• Glossary of Terms

• Lifecycle of an Internal Order

• Release 1 Key Changes Overview

• How to Display Internal Order Master Data

–A g l a n c e i n t o SAP

• How to Display Expenditures for Internal Orders


• How to Display Pre-Commitment and Commitment LineItems


• Communications & Training Highlights

• Questions


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Key Objectives

• To review the new Job Costing Release 1 processes in SAP andsome of the benefits that will be derived from the newfunctionality

• To provide an overview of the SAP/IFS interface

• To discuss how “Postings” interface from IFS to SAP

• To provide an introduction to internal orders and order groups

• To learn how to display internal order master data, expenditure,pre-commitment and commitment line items in SAP


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SAP Terminology

SAP IFS Job Cost

BTS (Business Tools for Schools) Name of the project. BTS also refers to the portal whichhosts SAP software and its Business Warehouse (BW)

SAP (System Applications and Products) Name of the software vendor and its core integrated product

SAP R/3

Internal Order Job

Create and Release Job (Internal Order) Initiate Job

Responsible Cost Center Seller Organization Code

Requesting Cost Center Job location

Close Job Close Job

Job Pre-Commitment Purchase Requisition (Seller Pre-Encumbrance)

Distribution Line Distribution Line

Distribution/Assessment Billing (Internal)

SD or AR billing Billing (External)

Job commitment Purchase Order Encumbrance

Buyer's Commitment Job Encumbrance

Section Section

Branch Branch

Job Category Job Category

Nature of Job First Four Digits of IFS Job

Year End Roll-Over Year-End Process


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BTS-BW

Budget PlanningSimulation (BPS)

TransportationSystems

SACS

200x

LACOEPeoplesoft

Student

Information

FinanceHuman

Resources

CrossApplication

Timesheets

Project

Systems

SupplyRelationshipManagement

MaterialsManagement

Controlling

GrantsManagement

FundsManagement

BTS-SAP

System of Record

FY‘07

FoodServices

LAUSD Big Picture Data Flow

Facilities Systems

Decision Support System


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Job Costing Process Overview


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Create/MaintainMaster Data

Create/Maintain

-Service Cost

Center

-COA Data

Process Daily

Job Cost

Postings

-Execute Billing in IFS

-Execute IFS to SAP

Interface

-Perform Year-End

Closing

-Execute IFS to SAP

Daily Transactions

Interface

-Execute Year-End

Reporting

Monitor & Validate

System Set-up

- Execute Reports- Display Master Data

Perform Weekly

Processing

-Execute IFS to SAP

I/O Master Data

Interface

-Execute IFS to SAP

Daily Postings

Job Costing Process Overview


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SAPIFS

Release 1 Process

July 1, 2006

•IFS interfaces to

SAP every night

•No internal ordercreation in SAP

•No manual

expenditure

entering in SAP


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Key Changes

Challenge

•Removal of ‘intelligent’ numbering schemesfor Job Cost

•Reconciliation required between two systems

Process Improvement Expected Benefits

•Easier access to costing data •More time available for analysis of data

Solution

Expert-led training to end users indicating:

How the two systems work and interface

How to report and access information

How to reconcile the two systems


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Postings Interface from IFS to SAP

IFS

•Creation of data

•Job cost line items

from the “GeneralReporting Category” inthe “Daily GENLED”table is interfaced

SAP

•Job costs accounts:

•IFS Account Type 20

posts to SAP pre-commitments

•IFS Account Type 21posts to SAP

commitments

•IFS Account Type 22post to SAP actualexpenditures

Release 1:Systems in

sync

Phased out inRelease 3

C i f SAP I l O d h h h IFS I f


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Creation of SAP Internal Orders through the IFS Interface

2. Interfacebatch job is

initiated

3. SAP readsthe interfaced

file andexecutes

4. SAPgeneratesfour files

1. IFS nightlycycle

is completed

IFS / SAPInterface

1. Audit date andtime

2. Processed

date and time3. Error date and

time

4. Error log date

and time

C ti f O d G i SAP th h th IFS I t f


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Creation of Order Groups in SAP through the IFS Interface

Jobscreated inIFS

Internal orderscreated in SAP

Order groupsare

automatically

created

The grouping canbe used for

reporting purposes.

Interface assigns theinternal orders to the

correct groups

For example, an order group can be a section.The user can develop a report for every section

by entering section group name (e.g.

“SECT/TRAN”).

Di l I t l O d M t D t


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Display Internal Order Master Data

•Purpose: Use thisprocedure todisplay a selectedInternal Order.

•Trigger: Performthis procedurewhen users need to

retrieve a selectedInternal Order.

•Prerequisite: Theselected InternalOrder must havebeen created.

Display Internal Order Master Data cont’d


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“ Assignments”allows you to view

Object Class,Responsible Cost

Center, RequestingCost Center, etc.



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Display Internal Order Master Data cont d

“Control data”allows you to view

Status, Currency,Revenue Postingand Commitment

settings



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Display Internal Order Master Data cont d

“Period-end closing”

allows you to view thecosting sheet attached tothis Order (Release 3).

A costing sheet is usedto apply indirect and non-productive rates to direct

internal orders.

Di l I t l O d M t D t t’d


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“ General data” allowsyou to view the order’s:

•Section Code•Branch

•Job Requested by•Job category

•Estimated costs

•Requested date•Job start date•Job end date

•Externally billed

Display Expenditures for Internal Orders


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Display Expenditures for Internal Orders

•Purpose: Use this procedure to display expenditures for Internal Orders.•Trigger: Perform this procedure when the users need to retrieve expenditures for InternalOrders.

•Prerequisites: The Internal Orders must have incurred expenditures.

Review thefollowing fields:

•Fiscal Year •From Period

•To Period

•Order Group

•Or Value (s) (Ordernumbers to be

entered)

Click toexecute

the report

Display Expenditures for Internal Orders cont’d


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Display Expenditures for Internal Orders cont d

Double-click on theamount under the

“ Actual” column toview the details of the

transaction.Click “Orders: ActualLine Items” to view theactual expenditure line

item



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Double-click the amountunder the “Val. in rep.cur .” column to view

details of the line item.



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Select “Environment”for a List of Documents

in Accounting

Double click“Funds

Management”



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Display Pre-Commitment Line Items for Internal Orders


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Allows you to viewthe pre-

encumbrancesentered in IFS

•Purpose: Use this procedure to display pre-commitment line items for Internal Orders.

•Trigger: Perform this procedure when the users need to view pre-commitments.

•Prerequisites: Pre-encumbrances must have been created in IFS.

Display Commitment Line Items for Internal Orders


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Display Commitment Line Items for Internal Orders

•Purpose: Use this procedure to display encumbrances (commitments) for Internal Orders.

•Trigger: Perform this procedure when users need to retrieve encumbrances for InternalOrders.

•Prerequisite: The Internal Orders must have incurred encumbrances.

Click to display

Commitment LineItems for Internal

Orders.

Display Commitment Line Items for Internal Orders cont’d


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p y

Release 1 Major Changes…


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Release 1 Major Changes…

Before SAP… After SAP…

Fund 009

(Not used in external financialreporting)

Live Fund 010-0000

(Used in external/internalfinancial reporting)

Seller Organization Code Service Cost Center

Job Number(8 characters)

Internal Order Number(12 characters)

Training and Communications Timeline


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Dec Jan Feb March Apr. May

2005 2006

June

End UserTraining*

July

“GoLive” &Support

Process Walkthroughs

*Training Delivery Methods: Web-based Learning, Live Virtual Training,Instructor-led Training, Expert-led Training and Open House

Sample of Relevant Training Courses for Job Costing


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Course Title Course ID DeliveryMethod

FunctionalArea

Duration

BTS BasicNavigation

of SAP R3

R3100Web-BasedLearning

Navigation 1 hour

BTS-InternalOrders inSAP fromIFSInterface

CO210Expert-Led

Training CO 3 hours

More Project Information?


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To learn more about the BTS Project:

•Check out the BTS Project Website (www.lausd.net/bts)

•Contact your local Change Champion

•For questions, e-mail [email protected]

http://www.lausd.net/btshttp://www.lausd.net/bts


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Questions