GFKL-CO-SAP_CO

GFKL Financial Services AG

Infinture Modulschulung CO

Essen, 19.04.2023

Welcome

Überblick Geschäftsmodell Strategie Die GFKL-Gruppe Finanzkennzahlen2

Master Data

Planning Functionality

• Planning Overview

• Excel Integrated Planning / Manual Planning

• Plan Allocations

• Other Planning Functionality

Actual Functionality

• Transactional Postings

• Actual Allocations

• Other Actual Functionality

Reporting

• Master Data Reports

• Line Item Reports

• Important Standard Reports

AGENDA


Master Data










Reporting




AGENDA

Überblick Geschäftsmodell Strategie Die GFKL-Gruppe Finanzkennzahlen

The following CO Objects are applied at GFKL

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Objects

Cost Centers

Internal Orders

Statistical Key Figures

Secondary Cost Elements

• Organisational element to that clusters the organization in departments and sub-departments

• Naming conventions:10-digits numerical key

• Used for application of portfolios and projects• Naming convention portfolio is XXX0000000 to XXX0099999 (XXX =

Company ID)• RM Portfolio number is equal to SAP portfolio number

• Used for reporting• Option to build up alternative hierarchies for cost centers

• Driver for various allocations and reporting• Monthly upload of key figures foreseen

Usage/Naming Convention

Activity Types

Cost Center Group

• Used for allocations in GFKL AG• Naming convention: Secondary cost elements are starting with 9.

The second digit indicates the type of allocation

• Master data used for allocation of service quantities• 6-digits alpha numerical code: The key of the activity contains

information about allocation type (manual/automatic), department, sub-department


• Cost Center Naming Convention

• Clearing / CR Object Cost Centers

• Cost Center List

KS01 – Cost Center numbering

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Cost Center Key Description

A A A B B C C D D DA = company code id; B = Functional Area; C = Sub

Functional Area; D = Cost Center ID

1 0 2 0 1 0 2 2 0 0 Example: Service Center Team 1 in OpCo Sirius

Cost Center List PCS and AG

Number Group Interval from Interval to

Standard Cost Center (e.g. PV) 101.03.02.300

(IT) Clearing Cost Center 101.03.02.301 101.03.02.320

Cost/revenue objects 101.03.02.320 101.03.02.399


KS01 - Create cost center (1/2)

1) Enter TC KS01

2) Enter of cost center

3) Enter Valid From (should be beginning of 1st year in which CC is used

4) Enter Valid To 31.12.9999

5) In case you would like to create the cost cost center according to settings of an existing cost center, you can enter the reference cost center. All fields will be defaulted from reference CC.

6) Press Enter

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KS01 - Create cost center (2/2)

7) Enter Name & Description

8) Enter Respons. Person

9) Enter Department (Production, IT, Management, Finance, Support, Sales, AG Portfolio Clearing, Recon./Clearing)

10) Cost Center Category (A-Admin, C-Clearing, I-IT, P-Production, S-Sales)

11) Enter Hierachy Area (endnode in central cost center hierarchy, to which the cost center is assigned)

12) Enter Company Code

13) Enter Functional Area

14) Enter Profit Center (1100-Holding, 1200-RM, 1300 –Software)

15) Press SAVE

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KS02 - Change cost center (2/2)

1) Enter TC KS02

2) Enter Cost Center Number

3) Press ENTER

4) Change the fields that need to be changed (some fields can only be changes as long as no data was posted to the cost center, otherwise an error message will appear)

5) Press Save

Remark:

KS03: Display Cost Center

KS04: Delete Cost Center

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KSH1 / KSH2 /KSH3 – Standard HierarchyTopnode „GFKL AG“

Country Level

Company Level

Function Level

Sub-Function Level

Cost Centers

OpCo Cost Centers


All CO Master Data can be grouped (for reporting or for usage in cycles)

Objects

Cost Centers Group

Internal Order Group

Statistical Key Figures Group

Cost Element Group

• Create: KSH1• Change: KSH2• Display: KSH3

• Create: KOH1• Change: KOH2• Display: KOH3

Process Transaction

Activity Types Group

• Create: KBH1• Change: KBH2• Display: KBH3

• Create: KAH1• Change: KAH2• Display: KAH3

• Create: KLH1• Change: KLH2• Display: KLH3


Grouping of master data works in the same way for all CO masterdata (example: Cost center group)

1) Enter Transaction KSH1

2) Enter Key of Grouppress ENTER

3) Enter Cost Center Group text

4) Position the cursor at the node and press

1) Lower Level: to subordinate a group

2) Cost Center: to assigne a cost center(-interval) to the group

5) Press Same Level to create a node on equal hierarchy level

6) Press SAVE

Remark: If you have to delete a cost center or node, mark the node and press delete


Order Types

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• The order type contains all control parameters regarding settlement, number ranges, visible fields, etc.

• Order Types at GFKL: Portfolios Projects AG Projects OpCo n

• Naming Convention for order type:

• Number range:

1 0 1 A

Company IDA=PortfolioB= Project

Order Type Number from Number to E/I Remark

xxxA 1010000000 1010099999 I RM Portfolio No. is equal to SAP order number

xxxB 1019000000 1019099999 I System provides number from interval when order is saved


KO01 - Create Internal Order (Portfolio)

1) Enter Order Type xxxA (xxx = company code ID

2) Press Enter

3) Enter Portfolio description


5) Enter Profit Center (1200= Receivables Management

6) Press SAVE (order number is displayed in status bar)

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KO01 - Create Internal Order (Project)

1) Enter Order Type xxxB (xxx = company code ID

2) Press Enter

3) Enter Project description


5) Enter Profit Center (1100=HOL or 1200= RM)

6) Press SAVE (order number is displayed in status bar)

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KO02 – Change Internal Order

1) Enter Order number

2) Press Enter

3) Change the fields that need to be changed (some fields can only be changes as long as no data was posted to the order, otherwise an error message will appear)

4) Press SAVERemark: KO03 – Display OrderOrders can not be deleted, even if they have no postings

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Statistical Key Figures

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• Usage: Driver for Allocations and Reporting

• SAP distinguishes between “fixed value” (stable) and “total value” key figures. Fixed value key figures are only to be updated when they change (e.g. square meters of a cost center) and they are not summed up, Total value key figures have to be updated every month.

• Naming convention:

S 0 0 1 0

Consecutive No with steps of 10

Constant


KK01 - Create Statistical Keyfigure

1) Enter TC KK01

2) Enter Key of Statistical Keyfigure according naming convention

3) Press ENTER

4) Enter Description

5) Enter Unit (Mandays = ZMD ; Persons = ZPR; all others use standard units)

6) Decide if KF is a fixed or Total value KF

7) Press SAVE

Remark: KK02 – Change KeyfigureKK03 – Display KeyfigureKK03DEL – Delete KF

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KA01 - Create Cost Element – Primary Cost Elements

Cost Elements are distinguished in primary and secondary cost elements

1) Primary Cost Elements

1) correspond to P&L Accounts in FI

2) All accounts starting with 5, 6 and 7 are created with a cost element to force assignment of each posting to a CO object (cost center or internal order)

3)Primary cost elements are created automatically for each P&L account as soon as the FI account is created

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Remark: KA02 – Change Cost ElementKA03 – Display Cost ElementKA04 – Delete Cost ElementKA06 – Create Second. CE


KA01 - Create Cost Element – Secondary Cost Elements

2) Secondary Cost Elements

1) Secondary cost elements only exist in CO (no corresponding FI account)

2) Only Applicable in GFKL AG (OpCos must not use secondary cost elements)

3) Used for Allocations in CO

4) 6 digits code (starting with 9xxxxxx)

5) Naming convention

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6) Cost Element Category controlls for which purpose a cost element can be used

• „43“ – Activity Allocation

• „42“ – Assessment

• „21“ -- Settlement


KL01 - Create Activity Type (1/3)

1) Enter Code key of activity type according

2) Naming convention:

3) Enter Validity from – to (from value should be 1st day of year in which activity type will be used for the first time / to value „31.12.9999“)

4) Press ENTER

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1) Enter Name and Decription

2) Activity Unit: For Manday based allocations use ZMD for Person based allocations use ZPR, otherwise ST for pieces or select any others)

3) CCtr categories: always „*“ . This means all cost center categories are allowed to provide this activity

4) Allocation default values:

1)Atyp category (use 2 – indirect determination, indirect allocation / 3 – manual entry, indirect allocation / 4 – manual entry, no allocation

2)Allocation cost elements (select the cost elemtent that should reflect this activiteis valuation )

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3) Price Indicator: Use 1 to calculate the price within

activity price calculation / use 3 to manually enter

price (as e.g. required for Legal, Int. Audit and

Controlling)

5) Allocation default values actual

1) For actual allocations you can enter

deviating control parameters for Activity

type category and Price Indicator

Activity price indicators and categories are default parameters and could be overwritten when planning is done for the first time. After that these figures cannot be changed anymore.

Remark:

KL02 – change Activity Type

KL03 – display Activity Type

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Master Data










Reporting




AGENDA


Planner Profile „ZGFKL“

SAP distinguishes three different Planning Areas:

1. Planning of (Primary) Costs

2. Plannning of Activity Outputs

3. Planning of statistical Keyfigures

These Planning Areas are available in cost center accounting, in internla order accounting only planning of (primary) costs, and planning of statistical keyfigures is available.

SAP Terminology:

All these planning areas are available within a planner profile. The Planner Profile for GFKL is „ZGFKL“ and can be chosen with TC KP04.

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Internal Orders (Layouts)

Not applicable

Cost Planning

Activiy Output Planning

Statistical Key Figure Planning

Planning Layouts are used to enter plan data in the system

Planner Profile ZGFKL comprises all three planning areas

Planning in SAP is done in Planning Layouts:

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Cost Centers Layouts

1 Layouts Z-100 to Z-500 can be used for MS Excel integrated planing (Upload of plan data from a file.


Master Data










Reporting




AGENDA


Cost Centers: Planning Transactions (primary cost

planning) Excel integrated (1/3)

Primary cost planning is done in the following steps:

1) Enter Transaction Code KP04 and choose planner profile „ZGFKL“

2) Enter Transaction Code KP06 to navigate to primary cost planning screen

3) Goto Menu: ExtrasExcel PlanningUpload…

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4. Prepare a file containing the primary cost planning data in the following formate

5. The attached file can be used as master:

6. Save the .xls file in format .txt (Tabs delimited) on your local drive)

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Z-100_Primary Costs




7. Fill the upcoming screen with file path and file description

8. Press Execute when finished in order to upload the data

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Cost Centers: Planning Transactions (Activity Output

Planning) Excel integrated (1/3)

Activity Output Planning is done in the following steps:


2) Enter Transaction Code KP26 to navigate to Activity Output Planning screen


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4. Prepare a file containing the Activity Output Planning data in the following formate



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Z-300_Activity Output






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Cost Centers: Planning Transactions (Stat. Keyfigure


Activity Output Planning is done in the following steps:


2) Enter Transaction Code KP46 to navigate to Stat. Keyfigure Planning screen


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4. Prepare a file containing the Stat. Keyfigure Planning data in the following formate



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Z-300_ Stat Keyfigures






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Internal Orders : Planning Transactions (Primary Cost


Primary Cost Planning is done in the following steps:


2) Enter Transaction Code KPF6 to navigate to Primary Cost Planning screen


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4. Prepare a file containing the Primary Cost Planning data in the following formate



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Z-400_Orders_Primary Cost






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Internal Orders : Planning Transactions (Stat.

Keyfigure Planning) Excel integrated (1/3)

Stat. Keyfigure Planning is done in the following steps:


2) Enter Transaction Code KPD6 to navigate to Stat. Keyfigure Planning screen


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4. Prepare a file containing the Stat. Keyfigure Planning data in the following formate



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Z-500 Orders_Stat Keyfigures






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Manual Planning of cost centers/ internal orders (1/2)

For some small changs in planning you might not want to upload a file, in this case, it is as well possible to do manual (non excel integrated planning in SAP.

Steps 1 & 2 in the previous slides remain unchanged

Selection Screen:

3. Make sure you are in the planning layout that is not excel integrated. You can swich between layouts using the arrow buttons

4. Enter Version „0“, From Period, To Period, Cost Center (or order number) and account (intervall) (or activity type)

5. Press „F5“ or the Overview button to get to the Overview Screen


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Manual Planning of cost centers/internal orders (1/2)

Overview Screen:

6. In case planning data already exists, it is displayed

7. You can enter a new plan value that is updated after saving or you can navigate to period view by marking a line at the left and pressing „F6“ or the period button

8. Press „F5“ or the Overview button to get to the Overview Screen


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Master Data










Reporting




AGENDA


Plan Allocations

Plan allocations are used in order to automatically credit sender cost centers and debit receiver cost centers based on a set of rules (percentages/rates) which are defined in so called cycles. Plan Allocations are executed once a year for 12 periods

At GFKL 3 different types of allocations are used:

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Type of Allocation Transaction Description

What can be

allocated?Usage

Distribution

• KSVB (Execute)• KSV7 (create)• KSV8 (change)• KSV9 (display)

All sender primary cost elements are credited at the sender & debited to the receivers with the original primary cost elements

Primary costs only

OpCo

Assessment

• KSUB (Execute)• KSU7 (create)• KSU8 (change)• KSU9 (display)

All sender primary & secondary cost elements are credited to the sender/ debited to receivers with a secondary cost element

Primary & Secondary costs

AG

Indirect Activity Allocation

• KSCB (Execute)• KSC7 (create)• KSC8 (change)• KSC9 (display)

All quantities provided by the sender are allocated to receivers. With price calculation the quantities are valuated and debits / credits are posted with a secondary cost element

Quantities AG


Naming Conventions for Cycles

When you create a cycle you should stick to the following naming convention:

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0 1 I A 1

A=Actual; P=Plan

D=Distribution; A=Assessm.; I=ind. Activity Alloc.

Consecutive numbering

1

Company Code ID


Plan Distribution Cycles

Cycle Header:

Enter a speaking text in the cycle header and make sure the valid to date is far in the future.

By pressing „Attach Segment“ you can enter the next sender / receiver combination with all rules that should be applied for that combination

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Cycle Segment-Header:

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Specifies the rule with which the receivers should get debits

Specifies how the sender is credited

Only relevant when receiver rule is „Var. Portions“


Cycle Segment-Senders / Receivers:

On this register you have to enter the sender cost center that you want to allocate, the cost elements that should be allocated from the sender and the receiver cost centers (single value, range or group)


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Cycle Segment-Sender Values:

Here you can limit the selection of sender values to a version: At GFKL only plan / actual version „0“ is used


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Cycle Segment-Receiver Tracing Factors:

On this screen you have to specify which account (interval or group) you want to base your allocation on in case of variable portion type „cost“ or „consumption“

In case of variable portion type „statistical key figure“ you have to specify the key of the key figure


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Cycle Segment-Receiver Weighting Factors:

Here you can enter weighting factors (normaly not needed)

In case you defined Fixed Amounts“, „Fixed Percentages“ or „Fixed Portions“ as receiver rule, you have to enter these values, percentages or portions per receiver in this register. Cycles with such rules have to be updated yearly (plan) or monthly (actuals)


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Assessment cycle definition follows Distribution cycle definition, the only difference is the secondary cost element that needs to be specified at segment header level

Plan Assessment Cycles

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Plan indirect activity allocation cycles

Cycle Segment-Header:

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Specifies the rule with which the receivers quantities should be dallocated

Specifies how the sender is credited

Only relevant when receiver rule is „Var. Portions“


Cycle Segment-Senders / Receivers:

On this register you have to enter the sender cost center that you want to allocate, the activity type that should be allocated from the sender and the receiver cost centers (single value, range or group)


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On this screen you should not change the default (100 for Factor and 100 for activity). This makes shure, that in case of inversely calculated sender values, the system calculates the figure directy as posted to the receiver.


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On this screen you have to specify which account (interval or group) you want to base your allocation on in case of variable portion type „cost“ or „consumption“

In case of variable portion type „statistical key figure“ you have to specify the key of the key figure


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Cycle Segment-Receiver Weighting Factors:

Here you can enter weighting factors (normaly not needed)

In case you defined Fixed Amounts“, „Fixed Percentages“ or „Fixed Portions“ as receiver rule, you have to enter these values, percentages or portions per receiver in this register. Cycles with such rules have to be updated yearly (plan) or monthly (actuals)


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Master Data










Reporting




AGENDA


When you need to change the percentages of a cyle to be used in the next year (plan) or period (actuals) you can keep the history of the old cycle by creating a new cycle with a start date of next period / year

Initial cycle: New cycle:

Initial percentage split: New percentage split;

Other features about cycle maintenance – changed

percentages

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Initially each cycle created is assigned to cycle run group 0000 („no parallel processing)“. The system uses cycle run groups to controll, that cycles that must not run in parallel can not be started in parallel. Therefore we have to organize, that different cycle run groups exist for cycles, that can run in parallel because they allocate objects of e.g. different company codes.

A cycle is assigned to a cycle run group in cycle maintenance

Other features about cycle maintenance – cycle run

groups

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Select the cycle run group and save the cycle


Enter Transaction Code KSVB (Distribution), KSUB (Assessment) or KSCB (ind. Activity Allocation

Cycle Execution (1/2)

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1. Enter the period (in plan 1-12 in Actuals „closing period“)

2. Enter Fiscal Year

3. Always run in Testmode for the first time

4. Enter the cycle name with the specific start date (later there could be different start dates for one cycle because percentages have changed)

Remark: Executing several cycles, starts consecutive execution. This is bad for performance and makes anylysis of results more complex


From the upcoming basic list you can see if the cycle run was successful. You can only run cycles in production mode if maximum message category is warning (warning messages are not unusual).

Press button „Sender“ or „Receiver“ in order to check what will be allocated.

When everything is correct, navigate back till you reach the cycle execution screen, remove flag „Testrun“ and press the execution button

Cycle Execution (2/2)

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If you need to reverse a cycle you can go to the execution screen of the cycle, enter cycle + start date and navigate in the menu

Cycle Reversal

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The same popup appears, when you try to reexecute a cycle in a period in which the cycle already run. This means it is not possible to run a cycle more than once in a period by mistake.


When yuou are in the cycle execution screen and navigate in the menu

How can I check which cycles have been run in which

periods?

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With a doubleclick on a single line, you can drill down to the CO document to display the posted values


Only relevant for GFKL AG.

During Price calculation primary plan costs are splitted to activities based on (plan) activity output to activities of a cost center.

Prerequisites:

All cost centers that provide (more than one) activities must be assigned to splitting structure Z1 („“)

In transaction code OKEW

Execution of Plan Price determination – Splitting

Structure (1/2)

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1) Enter Transaction code OKEW

2) Enter cost center intervall 1010000000 – 1019999999 (or group with all cost centers that provide activities)

3) Select „All Versions“ and enter next fiscal year


Select the cost centers that are not assigned, but need to be assigned and positions the cursor at splitting structure Z1.

Press Button „Assign“

The cost center will be shown underneath the Z1 structure

Save the assignment

Execution of Plan Price determination – Splitting

Structure (2/2)

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Remark I:

The assignment of cost centers to splitting structure Z1 is Fiscal year dependent. This means, that this step has to be done befor every planning period

Remark II:

CC Legal, Internal Audit & Controlling allocate with fixed price and are not assigned to the structure


Only relevant for GFKL AG.

Plan price determination must run after all activity allocations have been executed and primary costs are planned at all relevant cost centers.

Execution of Plan Price determination

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1) Enter Transaction Code KSPI

2) Select Cost Center Group and insert a cost center group (must be created for all cost center that aallocate activities)

3) Enter Verion „0“ and periods/year for which prices should be calculated

4) Select Test run and „Detailed Lists“

5) Check that calculation finishes without errors

6) Check prices

7) If figures are OK go back, remove test run flag an execute production run


Some cost centers activity prices are not calculated but set manually (Legal, Internal Audit and Controlling & Risk Management)

Steps to set a price for these activities:

Manual Price Planning (1/2)

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1) Enter Transaction Code KP26

2) Make sure you are in layout 1-201

3) Enter Version, periods & year

4) Choose cost center and activity type

5) Press „Overview“


6. Put in (same) price for both activities

7. Press Save

Repeat step 4-7 for other cost centers (Int. Audit / Controlling)

Manual Price Planning (2/2)

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Master Data










Reporting




AGENDA


KB31N - Enter Statistical Key Figures (1/2)

Statistical key figures have to be entered on a monthly base since they are the basis for allocations and for reporting

Process Steps:

1) Open upload template (register KB31N)

2) Fill in "Document Date" and "Posting Date“

3) Optionally Enter a “document text”

4) In each line enter either “Receiver Cost Center” or “Receiver Order”

5) Enter key of statistical Key Figure

6) Enter Quantity

7) Optionally enter an “Item Text”

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KB31N - Enter Statistical Key Figures (2/2)

8) Mark and copy the data from your Excel file (Cell A10 to Fxx)

9) Enter Transaction code KB31N

10) Fill in or copy “document date”, “posting date”, “document text”

11) Select Screen Variant “Cost center/order/pers. no.”

12) Position cursor in the first field in the item list and press button paste (so not use Ctrl+V)

13) If messages appear, resolve the issue and repeat with corrected data

14) Press SAVE to post your data

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KB21N - Enter direct activity allocation – Timewriting (1/2)

Timewriting activities have to be entered on a monthly base

Process Steps:




4) Enter Cost Center in column "Sender Cost Center“

5) Enter the key of the Sender Cost Centers Activity in column "Sender Activity Type“

6) Enter Cost Center that receives the activity in column "Receiver Cost Center (or “Receiver order” in case of project beein receiver)

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KB21N - Enter direct activity allocation – Timewriting (2/2)

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7) Enter Quantity in column "Total Quantity"Enter key of statistical Key Figure

8) Optional: Enter a text for the items”

9) Mark and copy the data from your Excel file (Cell A10 to Nxx)

10) Enter Transaction Code KB21N


12) Select Screen Variant “Cost center/order/pers. no.”

13) Position cursor in the first field in the item list and press button paste (do not use Ctrl+V)

14) If messages appear, resolve the issue and repeat copying



KB51N - Enter Sender Activities – (1/2)

Entering of Sender Activities is required for activities that should be allocated with a cycle to provide the sender quantity to be allocated

Process Steps:




4) Enter Cost Center in column "Sender Cost Center“

5) Enter the key of the Sender Cost Centers Activity in column "Sender Activity Type“

6) Optional: Enter a text for the items

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KB51N - Enter Sender Activities – (2/2)

7) Mark and copy the data from your Excel file (Cell A10 to Exx)

8) Enter Transaction Code KB51N


10) Select Screen Variant “Cost center”

11) Position cursor in the first field in the item list and press button paste (do not use Ctrl+V)

12) If messages appear, resolve the issue and repeat with corrected data


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Reposting Transactions in Controlling

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In case of wrong transactional postings in Finance or Controlling, there are a couple of reposting transactions available in the Controllling menu which can be used for corrections. These transactions are explaint in the following slides.

Overview of available reposting transactions:

Type of reposting Transaction Description Usage

Reposting of line items

• KB61 (enter)• KB63 (display)• KB64 (reverse)

With reposting of line items it is possible to repost costs posted to a false CO object (cost center)

AG &OpCo

Activity Allocation reposting

• KB65 (enter)• KB66 (display)• KB67 (reverse)


AG

Enter Statistical Keyfigures

• KB31N (enter)• KB33N (display)• KB34N (reverse)


AG


Correction postings – Reposting of line items

Usage: AG and OpCo

Reposting of line items should be used, when a false account assignment in FI was done (wrong cost center or order entered) in a P&L posting AND it is not possible to reverse the original FI document)

1. Enter Transaction Code KB61

2. Enter Document No of FI document with wrong account assignment or wrong cost center & cost element

3. Doupleklick the line which needs to be reposted

4. Enter amount and new cost center or order

5. Press SAVE

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Correction postings – Activity Allocation Reposting

Usage: AG only

A correction of activity allocations from timewriting could only be necessary in exceptional cases.

SAP offers usage of transaction KB65

The recommendation is to cancel the wrong document (KB24N) and reupload a correct file in TC KB21N.

If reposting should be done with KB65, the steps are as follows

1. Enter KB65

2. Select the items you want to repost by doubleclick

3. Enter new receiver quantity and receiver

4. Press SAVE

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Correction postings – Statistical Keyfigure Reposting

Usage: AG & OpCo

SAP does not offer an explicite transaction code for corrections of statistical Keyfigures posted to cost centers or orders. Correction is done with KB31N

System Behaviour:

1. Fix Value KeyfiguresEntering the new value will make the new value valid entry till the end of the year (e.g. FTE, Headcount, Squaremeter)

Old value 10 FTEcorrection 5 FTE final value 5 FTE

2. Sum Value KeyfiguresEntering a new value will add up both postings. To correct a posting the figure has to be entered with a negative sign

Old Value 55 EAcorrection -3 EA final value 52 EA

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Fixed Value Keyfigure

Sum Value Keyfigure


Master Data










Reporting




AGENDA


Actual Allocations

Since creation and execution actual allocations is the same as in planning. Please refer to chapter „planning“ for these processes.

In the following slides only differences between actual and plan allocation will be figured out

• Different Transaction Codes

• Version in Cycles

• Cycles that exist only in Planning and not in Actuals

• Execution of actual cycles

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Actual Allocations - Transaction Codes

Actual allocations are used in order to automatically credit sender cost centers and debit receiver cost centers based on a set of rules (percentages/rates) which are defined in so called cycles. Actual allocations are executed each month for the closing period.

At GFKL 3 different types of allocations are used:

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Type of Allocation Transaction Description

What can be

allocated?Usage

Distribution

• KSV5 (Execute)• KSV1 (create)• KSV2 (change)• KSV3 (display)

All sender primary cost elements are credited at the sender & debited to the receivers with the original primary cost elements

Primary costs only

OpCo

Assessment

• KSU5 (Execute)• KSU1 (create)• KSU2 (change)• KSU3 (display)


Primary & Secondary costs

AG

Indirect Activity Allocation

• KSC5 (Execute)• KSC1 (create)• KSC2 (change)• KSC3 (display)


Quantities AG


Differences actual and planning cycles – Field Version

Cycle Header in Plan Cycle contains field „Version“. Versions are used to be able to plan in several scenarios. Actual data is always updating version „0“. The version in actual cycles is not at the Cycle header as actual data is anyhow stored in version „0“.

The only place where version appears in an actual cycle is at register „Sender Values“. This information is only applicable in a specific allocation scenario that is not used at GFKL (allocation of planned sender values as actual data)

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Cycles that are existing in planning and not in actuals

Only relevant for GFKL AG:

Whenever a cost center is performing timewriting (specific monitoring of activities and to which receivers these activities have been provided) in actuals, we will

1.Plan the activity output of each

period

2.Allocate the plan output to

receivers with fixed percentages

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Actuals:Timewriting

Plan: Indirect activity Allocation


KSU5 - Execute Actual Assessment

• In contrast to plan cycles, actual cycles are executed only for one period (enter closing period in from and to field)

• Every actual cycle needs to be executed in each closing.

• When a cycle is reexecuted in a period, in which it was already executed in production mode, the system asks to cancel the previous run. Thus it is not possible to start a cycle twice by mistake.

• In case a cycle run from a period prior to the closing period needs to be reversed and restarted, all periods back to the period of the correction need to be reversed

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Master Data










Reporting




AGENDA


KBK6 – Setting actual activity prices

Actual activity prices have to be set for activities of cost centers Legal, int. Audit and Controlling

1) Enter Transaction Code KBK6

2) Enter closing period in period "From" and "To" field

3) Enter Fiscal Year

4) Enter Cost Center

5) Enter Activity Type

6) Press Overview button

7) Enter the actual price of each activity in column FxdActPrice Area Crcy

8) Press SAVE

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KSII - Actual Price Determination

1. Enter TC KSII

2. Flag "Cost Center Group„

3. Enter Cost Center Group

4. Enter Period

5. Enter Fiscal Year

6. Do not flag "Execute in Background“

7. Flag "Test Run„ & „Detailed List“

8. Do not flag "With fixed cost predistribution“

9. Press EXECUTE (F8) to start the test run

10. Check if prices shown in column "Total Price" are reasonable

11. Press SAVE or go back, remove test run flag and reexecute

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KON2 – Revaluation of internal orders after actual

activity price calculation (1/2)

Actual activity price calculation will revaluate the activities allocated to receiver cost centers automatically. Projects that received activities are not updated automatically. Therefore KON2 needs to be executed at period end after activity price calculation.

1. Enter TC KON2

2. Enter your company ID in field selection variant or create a variant selecting all orders of order type 101B („Projects“)

3. Enter “Period” (closing period) and “Year”

4. Flag “test run” and “Detailed List”

5. Press Execute

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KON2 – Revaluation of internal orders after actual

activity price calculation (2/2)

6. Options in List:- If Messages are created, they can be

displayed via Goto-->Messages

- At the bottom of the list click at line "Revaluations executed“

7. Start the production run from the initial screen by deselecting flag "Test Run" and pressing EXECUTE

8. After production run all cost centers that fully allocate their costs should be balanced

Remark:

Revaluation of Order Costs is available as well to be processed for single orders (Transaction code KON1)

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Master Data










Reporting




AGENDA


SAP Standard reports are found in SAP reporting Trees

of Cost Center and and Internal Order Accounting

Cost Center Reporting Tree

Internal Order Reporting Tree

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Within the SAP standard reporting tree differt types of

reports are available

Report categories:

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SAP Reporting Tree

Master Data Reports

Plan / Actual Comparisons

Line Item Reports


Master Data










Reporting




AGENDA


Master Data Reports

Master Data Reports provide an overview list of existing master data according to a (pre-)defined selection

Overview Master Data Reports

99

Cost Center Master Record

Drill Down per doupbeclick

Selection

Master D. Report Transaction

Cost Center • KS13

Internal Orders • KOK5

Stat. Keyfigures • KK04

Activity Types • KL13

Cost Elements • KA23


Master Data










Reporting




AGENDA


Line Item Reports

Line Item Reports give an overview on all single line items to a specific document selection

Overview Line Item Reports

101

Cost Center Master Record

Drill Down per doupbeclick

Selection

Line Item Report Transaction

Cost Center (actual) • KSB1

Cost Center (plan) • KSBP

Internal Orders (actual) • KOB1

Internal Orders (plan) • KOBP

CO documents Transaction

CO document (actual) • KSB5

CO document (plan) • KABP


Master Data










Reporting




AGENDA


Important Standard Cost Center Reports (1/2)

Cost Center Reports

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Area Transaction Description


• S_ALR_87013611 Cost Center: Plan / Actual Comparisons

• S_ALR_87013612 Range: Cost Centers

• S_ALR_87013613 Range: Cost Elements

• S_ALR_87013614 Cost Centers: Current Period / cummulative

• S_ALR_87013615 Cost Centers: Breakdown by Partner

• S_ALR_87013618 Range: Statistical Keyfigure


Important Standard Cost Center Reports (2/2)

Cost Center Reports

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Actual / Actual Comparisons

• S_ALR_87013623 Cost Center: Quarterly Comparison

• S_ALR_87013624 Cost Center: Fiscal Year Comparison

Planning Reports • KSBL Cost Center: Planning Overview

Prices • KSBT Cost Centers: Activity Prices

More reports • S_ALR_87013636 Cost Centers : Object Comparison

• S_ALR_87013643 Range: Orders (Comparison of Cost Centers and Orders)

• S_ALR_87013645 Statistical Keyfigures: Period Breakdown


Important Standard Internal Order Reports (1/2)

Internal Order Reports

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• S_ALR_87012993 Orders: Plan / Actual Comparisons

• S_ALR_87012994 Orders: Current Period / cummulative

• S_ALR_87012995 List: Orders

• S_ALR_87012996 List: Orders by Cost Element

• S_ALR_87012997 List: Cost Elements by Order

• S_ALR_87012998 Orders: Breakdown by Partner


Important Standard Internal Order Reports (2/2)

Internal Order Reports

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Actual/ Actual Comparisons

• S_ALR_87013001 Orders: Actual Yearly Comparison

• S_ALR_87013002 Orders: Quarterly Comparison - Actual

• S_ALR_87013003 Orders: Period Comparison - Actual

Planning Reports • KABL Order: Planning Overview

• S_ALR_87013004 Orders: Plan Yearly Comparison

• S_ALR_87013005 Orders: Plan Quarterly Comparison

• S_ALR_87013006 Orders: Plan Period Comparison

More Reports • S_ALR_87013010 Orders: Breakdown by Period

• S_ALR_87013017 List: Actual/ Plan/ Variance, Cumulative

GFKL Financial Services AG

Infinture Modulschulung CO

Essen, 19.04.2023

Thank you for your attention

GFKL-CO-SAP_CO

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Transcript of GFKL-CO-SAP_CO