Domain: Costing

Responsibility area: Ensure Costing Allocations

1. Objective and Scope

1.1. Objective of this Operation

The objective of this operation is to guarantee that all costs posted in Cost Centers are allocated correctly to the final PL of the respective company.

1.2. Scope

This procedure is applied to all companies WW.

2. Definitions

Finance - Glossary

3. Tasks description

3.1. I verify that the previous dependent steps have been performed

Monthly postings
Orders and WBS settlement

3.2. I guarantee that IFRS16 Cost Centers will be properly allocated

Go to FBL3N - G/L Account Line Items and select variant “CHECK IFRS16”. Update the field company code and the end-date, and execute it.

Note:

If you are doing the D-2 check and you only have Cost-Centers that already had costs in previous months of the one that you are closing, then We can assume that the cost-center has the correct allocation and the check ends here
If you have a Cost-Center with costs for the first time in the month that you are closing continue following the steps below

Check which new CCtrs have line items for the first time in this month – in the example below, we have CCtr T717400000 appearing for the first time in September, so for this CCtr we need to make a specific analysis to see if the amounts from IFRS16 are being allocated correctly (the other ones, we assume were already corrected in the previous closures when they appeared for the first time):

It's necessary to check how this specific CC is being allocated to COPA and to guarantee that the part of the amount that relates to IFRS16 is being allocated to the correct PL headings. To do so, follow this scheme.

In this case, we have the 5,786 k€ correctly reported in COPA, as well as the 918,351 k€. However, there is 1 amount of 7,768 k€ which is missing in COPA. What actions should be taken?

1) Find the origin cost center(s) in FBL3N which is causing the difference .

2) Review the scheme of the cycle's allocation for that specific cost center to make sure that this amount will be correctly reported in the coming months.

3) Make a COPA correction in order to correct the cumulated amount, decreasing the amount from it was wrongly allocated and adding it in the correct value field + cost element.

Important

It's not mandatory to have the amount in FBL3N - G/L Account Line Items and COPA linked to the same Cost Center. Due to the cycles allocation, several times we have different CC associated. The important thing is to check if the value in the origin (FBL3N - G/L Account Line Items) matches with the one in COPA (KE24 - Extract CO-PA line items).

While making this analysis, please pay attention to the following:

a) All gaps between FBL3N - G/L Account Line Items and KE24 - Extract CO-PA line items should appear here, if they are related to CC (which is around 95% of the situations). If your gap is not here, it means that it's coming from WBS or Orders' allocation.

b) If there was any COPA correction made to correct past amounts, everything will be OK between FBL3N - G/L Account Line Items and KE24 - Extract CO-PA line items, anyway the gap will still appear here (because the correction was done on COPA side, and not on the CC line items). This means that we need to pay extra care when analyzing these gaps, and make sure that there was no correction already performed in COPA, otherwise we will double the amounts.

3.3. I perform the cost center allocation (for Distribution, Assessment and CO-PA)

Click on the option below according to the type of Cycle.

STEP 2

On the Execute Actual Assessment screen, make the following entries:

	Field name	User action and values	Comment
0	Controlling Area (dialog box)	Enter controlling area	Only needed if dialog box displays.
1	Periods	Enter one number in each field, for example, from 1 to 1	Jan =1, Dec=12
2	Year	Current year
3	Test run		Use test run until the run is error-free
4	Detailed lists	x
5	Cycle	Enter the cycle code => the Start Date comes when you click Enter	You can execute several 10 cycles in one execution

STEP 2

On the Execute Actual Distribution screen, make the following entries:

	Field name	User action and values	Comment
0	Controlling Area (dialog box)	Enter controlling area	Only needed if dialog box displays.
1	Periods	Enter one number in each field, for example, from 1 to 1	Jan =1, Dec=12
2	Year	Current year
3	Test run		Use test run until the run is error-free
4	Detailed lists	x
5	Cycle	Enter the cycle code => the Start Date comes when you click Enter	You can execute several cycles in one execution

STEP 2

On the Execute Actual Assessment screen, make the following entries:

	Field name	User action and values	Comment
0	Controlling Area (dialog box)	Enter controlling area	Only needed if dialog box displays.
1	Periods	Enter one number in each field, for example, from 1 to 1	Jan =1, Dec=12
2	Year	Current year
3	Test run		Use test run until the run is error-free
4	Detailed lists	x
5	Cycle	Enter the cycle code => the Start Date comes when you click Enter	You can execute several cycles in one execution

Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

- SAP Transaction => "sap_transaction", Transaction code "xxxx"

- SAP Report => "sap_report"

- SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 3

First Step - Tracing Factor Table Update

Selection Parameters:

Select “Tracing Factor Table Update” button
Controlling area: defaults with CHEF
Company code: Can give individual company code or multiple company codes or range
Cost Center: Can give individual cost center or multiple cost centers or range
Test Mode check box: By selecting Test mode, can see the results in the output but do not update the table: ZCO_COPA_D43_TAB

At selection parameters, either company code or cost center field are mandatory. If the c.code is selected, the program will pick automatically all CC XX843* from the selected company.

By this step, all the relevant data for creating the cycle with receiving tracing factors would be fetched from KSB1 report and stored in the table: ZCO_COPA_D43_TAB.

STEP 5

Second Step - Basic Set Generation

Selection Parameters:

Select “Basic Set Generation” button
Controlling area: defaults with CHEF
Company code: Can give individual company code or multiple company codes or range
Cost Center: Can give individual cost center or multiple cost centers or range
Test Mode check box: By selecting Test mode, can see the results in the output but do not update the SETs (display using GS03)

By this step, the program creates separate sets for materials and plants of each cost center, based on the list of materials or plants found in KSB1 report for the period.

STEP 7

Third Step - D43 Cycle Creation

Selection Parameters:

Select "D43 Cycle Generation" button
Company code: If not entered, the program checks the company codes from table ZCO_COPA_D43_TAB. It would be better to run this step, each company code wise.
Posting period: This is by default would be period M.
Assessment CElem: The same assessment cost element will be passed into cycle segments. It is better to run all the company codes which use the same assessment CE. If no requested exception from the controllers, should be CE 9802000001.
Cost Center: If not given, then system checks the company codes, if not given company codes, system will fetch all the company codes and cost centers from the table: ZCO_COPA_D43_TAB
Cost Element: All CE to be read on the cost center.
OPTON1: Batch Input details (Generate Session): By this system creates a Batch input session, which has to be executed by transaction SM35. System creates session name as ZD43DDMMYYYY. This DD and MM would be the 1st day of period M.
OPTION2: Batch Input details (Call transaction): By this system directly calls the transaction code and creates the cycles. In case of any errors, the program creates an error session with the name mentioned here.

By this step, it creates allocation cycles. One cycle for each company code and based on the number sender cost centers in the company code, those many segments would be created.

Table: ZCO_COPA_D43_TAB and SETs created are the source for cycle creation.

This can be run in two ways, one by creating a Batch Input session and another by call transaction method.

STEP 8

Output results:

Once executed the session, then Assessment cycles are seen like below:

Cycle code is CCCC43
Start date is the 1st day of period M
Text is D43 + company code

Segment name: cccc43(cycle code)+01 (numbering for each segment)
Segment description: As program creates each segment for one cost center, that cost center code is seen as segment description
Assessment cost element: which is mentioned in the selection parameters
Value field: VVD43 always
Receiver tracing factor rule: Fixed amount (as receivers will be assessed either with positive or negative amount)

Cost Center: This is the sender cost center
Sender Cost element: Which are passed in the selection parameters
Receiver (product): Product group/set created for the sender cost center
Receiver (Plant): Plant group/set created for the sender cost center

Observe the receiver tracing factors.
Receiver currency: Company code currency
Receiver combinations: from table: ZCO_COPA_D43_TAB, amounts (either positive or negative) only passed to the combinations identified in the table, otherwise, program passes zero.

Cycle Run Group: the company code

STEP 10

Corrections and Re-runs

It's not possible to make any manual change in the tables automatic generated via this transaction.

If, by any reason, it's necessary to make any update to the cycle, it should be done via the usual transaction KEU2.

If it's necessary to rerun the cycle it's important to check the necessity of re-running all steps or only the last one: in a general way, the need to re-run the cycle is happening because there were some additional postings on materials. For these cases (including corrections on prices or quantities) it's necessary to repeat all steps, as the allocation of the amount to each material will change. It's also important to know that:

- If by these correction postings, program is expected to add any new segments, it is possible. (program does the changes to cycle-segment)
- If by these correction postings, program is expected to add/delete the receiver combinations or change the receiver amounts, it is also possible.
- If by these correction postings, program is expected to lock/delete a segment/cycle, it is not possible. (it has to be manually locked the segment, otherwise the CC will not be balanced)

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Table of contents

Scope

ERP

Frequency

References

Attachments

1. Objective and Scope

1.1. Objective of this Operation

1.2. Scope

2. Definitions

3. Tasks description

3.1. I verify that the previous dependent steps have been performed

3.2. I guarantee that IFRS16 Cost Centers will be properly allocated

3.3. I perform the cost center allocation (for Distribution, Assessment and CO-PA)

Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

SAP Transaction => "sap_transaction", Transaction code "xxxx"

SAP Report => "sap_report"

SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

Space shortcuts

Page tree

I balance cost centers

Table of contents

Scope

ERP

Frequency

References

Attachments

1. Objective and Scope

1.1. Objective of this Operation

1.2. Scope

2. Definitions

3. Tasks description

3.1. I verify that the previous dependent steps have been performed

3.2. I guarantee that IFRS16 Cost Centers will be properly allocated

3.3. I perform the cost center allocation (for Distribution, Assessment and CO-PA)

Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

SAP Transaction => "sap_transaction", Transaction code "xxxx"

SAP Report => "sap_report"

SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)