I settle Process Orders ( PP orders)

Process: Monthly costing and cost accounting closing  

Responsibility area: Perform Costing Monthly Closing

  • For calculation of variances and posting, don’t forget that you have to run always the transactions in processing mode (ZWFA76, KKS1, KKS2, ZWFA78, CO88 and KO88). If you ran it before in test mode, you will have to run it again in processing mode.
  • For WIP (ZWFAA07, KKAO and KKAX) you have to run the transaction only in test mode, NOT in processing mode.
  • For the check of the process orders balance (KOC4), it is preferable to launch it in background in order not to reduce the SAP performance for the other SAP users.
  • The error messages that can appear when running each step can be checked in the spool log. Each one has a specific treatment, but only the ones generating inconsistencies require analysis. If necessary, Regional Cost Accounting FtO will provide additional support to reach a solution.

Scope
WP2
Frequency
 
References

Attachments

N/A

xx   << I settle Process Orders ( PP orders) >> xx



  Guideline  

Before start processing the process orders costs you have to run cycle CCCCNA in real mode in order to settle the "process order variances statistics" from cost center CCCC-9201 (In some cases there are cost centers that start with PPPP-9201 for historical reasons). At this stage only small amounts should be on cost center (rounding amounts). In case of high amounts in the balance should be analysed the reason before doing the settlement. For threshold please consider 3K€.

STEP 1

Start the transaction using the menu path or transaction code KEU5

Double-click 

 

 

Execute Actual Assessment: Initial Screen

 

 

 

STEP 2

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

 Field nameUser action and valuesComment
0Controlling Area (dialog box)Enter controlling areaOnly needed if dialog box displays.
1 PeriodsEnter one number in each field, for example, from 1 to 1

Jan =1, Dec=12

2YearCurrent year 
3Test run Use test run until the run is error-free
4Detailed listsx 
5CycleEnter the cycle code => the Start Date comes when you click EnterYou can execute several cycles in one execution


 

 

STEP 3

 Execute 

 

It is compulsory to clear Error messages before saving the cycle

Inform the person in charge of cycles maintenance if there are errors messages and wait until there are solved before starting the next step

Click warningor errors to display messages

 

 

 

 

 

 

 

 

 

 

Messages are displayed


 

You can click:
: hide information 
and/or  warning : warning messages

and then click question mark to get more detail regarding the error message


 

STEP 4

Go back to the initial screen by clicking back

 

 

 

STEP 5

Untick the field "Test run" and execute 

 

 

The process is completed without error

STEP 1

Start the transaction using the menu path or transaction code


Variance Calculation: Initial Screen



STEP 2

  1. Enter the plant code
  2. Untick "with Production Orders"
  3. Do not tick "W/Product Cost Collectors
  4. Select “With Process Orders”
  5. Enter the period to close and the fiscal year
  6. Select "Background Processing"
  7. Untick "Test Run"
  8. Tick "Detail list"

    Execute 




STEP 3

If requested enter the controlling area and 



STEP 4

  1. Tick on « Print detail list »
  2. Select the layout « /RCS-CO »



STEP 5

  • Use the default job name and the default server group
  • Tick on « Start immediately »
  • Click on 



STEP 6

  • Enter an output device
  • Validate the printing parameters
  • and enter 


You can skip the warning message by clicking on 

A message informs that the Job is active



STEP 7

Open the job overview 




STEP 8

Execute  with your user name



STEP 9

Once the job has the status finished, you can display the spool by selecting the job and clicking on 




STEP 10

Select the program and click on 



STEP 11

Select the spool and click on 



STEP 9

The variance calculation report is displayed. Analysis is sorted by material, by plant and by order

STEP 1

Start the transaction ZWFA76

 

Variances: Manufacturing Orders and Product Cost Collectors: Initial Screen

 

 

STEP 2

You can look for an existing variant by clicking on 

Select the variant and 

Enter the period 

Execute 

 

 

If you don't have the variant you can make the selection : 

  1. Click on 
  2. Enter the list of plants
  3. Select “With Process Orders”
  4. Enter the period to close and the fiscal year
  5. Untick "Test Run"
  6. Tick "Parallel processing"
  7. Tick "Detail list"
  8. Click on 
    • Tick "Print detail list
    • Enter the layout /RCS-CO

Execute 

 

Background Processing

You can execute this transaction in background pressing F9 and you will get the job spool through SMX

 

 

STEP 3

You are informed that tasks are running

 

 

STEP 4

The variance calculation report is displayed

STEP 1

Start the transaction using the menu path or transaction code 

 

Actual Settlement: Production/Process Orders: Initial screen

 

 

STEP 2

Set the controlling area

 

 

STEP 3

Define the layout for the result : /CLOT_AUTO

 

 

 

STEP 4

  1. Enter the plant code
  2. Select with "Process Orders"
  3. Parameters
    • Enter the period to close and the fiscal year
    • Select the processing type "Automatic"
  4. Tick "Background Processing"
  5. Untick "Test Run"
  6. Tick "Detail list"
  7. Tick "Check trans. data"

Execute 

 

 

STEP 5

  • Tick "Start immediately"
  • Confirm 

 

 

 

STEP 6

  • Enter an output device
  • Validate the printing parameters 

 

A message informs that the Job is ready

 

 

STEP 7

Display the result

 

 

 

STEP 8

Execute with your username

 

 

 

STEP 9

Once the job has the status finished, you can display the spool by selecting the job and clicking on 

 

 

 

STEP 10

Select the spool and click on 

 

 

STEP 11

The result displayed the sender, the receiver and the posted amount

Note: the settlement will only be done for oreders with the status DLV (Delivered) or TECO (Technically completed). Orders without these status are considered WIP (Work in Process)

 

STEP 1

Start the transaction ZWFA78


Variances: Manufacturing Orders and Product Cost Collectors: Initial Screen



STEP 2

You can look for an existing variant by clicking on 

Select the variant and 

Check the settlement period & posting period

Execute 



If you don't have the variant you can make the selection : 

  1. Click on 
  2. Enter the list of plants
  3. Select “With Process Orders”
  4. Enter the period to close and the fiscal year
  5. Tick "Settlement"
  6. Untick "Test Run"
  7. Tick "Parallel processing"
  8. Tick "Check transaction data"
  9. Tick "With list"
  10. Enter the Posting period (=Settlement period)

Execute 

Background Processing

You can execute this transaction in background pressing F9 and you will get the job spool through SMX



STEP 3

You are informed that tasks are running



STEP 4

The settlement was executed

If errors occurred in previous steps check the settlement rule and contact local responsible to correct it.

STEP 1

Start the transaction using the menu path or transaction code

Order Selection: Initial screen

 

 

STEP 2

Set the Controlling Area

 

 

 

STEP 3

You can look for an existing variant by clicking on 

Select the variant and 

Enter the period 

 


When there is not an existing variant you can make the following selection : 

1. Enter the plant code

2. Enter the list of "order type" using the list below

PI01Z002Z015Z050ZDNI
PI02Z003Z020Z060 
PI04Z006Z030Z100 
Z001ZDNIZ040Z010 

 

3. Enter the period 

 

4. Enter the controlling area

5. Enter the company code

Enter the layout "/RCS-CLOT" to filter on non balanced orders

 

 

 

 

STEP 4

During the closing period, launch processing in background with RFCRCS server group (when the option is available) 

 

 

 

STEP 5

  • Enter an output device
  • Validate the printing parameters
  • and enter 

 

 

 

STEP 6

Click on  to launch the processing immediately and save 

 

A message informs that the Job is active

 

 

STEP 7

Open the job overview 

 

 

 

STEP 8

Execute  with your user name

 

 

STEP 9

Once the job has the status finished, you can display the spool by selecting the job and clicking on 

 

 

 

STEP 10

Select the spool and click on 

 

 

STEP 11

This report display all unbalanced process order.


We can have sometimes some unbalanced process orders after the settlements due to late postings or materials lately costed. To perform the variance calculation and the settlement to COPA of these orders we have to do it individually using transactions KKS2 (for calculation) and KO88 (for the settlement).


KKS2 - VARIANCE CALCULATION


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KO88 - VARIANCE SETTLEMENT


STEP 1

Start the transaction using the menu path or transaction code

 

 

 

STEP 2

  1. Enter the order to be settled
  2. Enter the settlement period
  3. Enter the fiscal year
  4. Select "test run" to preview the settlement without posting

Execute 

 

 

 

 

 

 

STEP 3

  1. Check if there are error messages 
  2. Click on  to display messages 

Come back to the initial screen with 

 

STEP 4

If there was no error, you can execute  without "test mode"

 

 

 

STEP 5

To view the detailed list of settlements click on 

I perform corrective action if there are some errors in the previous steps

  • For WIP (ZWFAA07, KKAO and KKAX) you have to run the transaction only in test mode, NOT in processing mode.

STEP 1

Start the transaction using the menu path or transaction code KKAO

 

 

 

 

Order Selection: Initial screen

 

 

STEP 2

  1. Enter the plant
  2. Select with "Process Orders"
  3. Enter the WIP to period: last month for which the accrual/deferral or work in progress data must be calculated.
  4. Tick "Background Processing"
  5. Tick "Test Run"
  6. Tick "Log Information Messagest"
  7. Tick "Display Orders with Errors"
  8. Tick "Hide Orders for Which WIP = 0"
  9. Layout = /SCMA WIP

Execute 

 

 

STEP 3

Set the controlling area

 

 


 

 

STEP 4

  • Tick "Start immediately"
  • Confirm  

 

 

 

STEP 5

  • Enter an output device
  • Validate the printing parameters
  • and enter 

 

A message informs that the Job is active

 

 

STEP 6

Open the job overview 

 

 

 

STEP 7

Execute   with your user name

 

 

STEP 10

Once the job has the status finished, you can display the spool by selecting the job and clicking on 

 

 

 

STEP 11

Select the program and click on 

 

 

STEP 12

Select the spool and click on 

 

 

STEP 12

The order list with WIP was calculated

STEP 1

Start the transaction ZWFAA07

 

Work in Process: List : initial screen

 

 

STEP 2

You can look for an existing variant by clicking on 

Select the variant and 

Check the WIP period

Execute 

 

 

If you don't have the variant you can make the selection : 

  1. Enter the following list of order types: 
    • Select Single Values: PI01, PI02, PI04
    • Select ranges: Z001 to Z100 
  2. Enter the list of plants
  3. Enter the WIP period
  4. Tick:
    1. Output Object List
    2. Display Orders with Errors
    3. Save Error Log
    4. Log Information Messages
    5. List in Company Code Currency
  5. Tick: Hide Orders for Which WIP = 0
  6. Layout = /SCMA WIP
  7. RFC Group for Parallel Proc. = RFCRCS
  8. Tick: Test Run Without Update

Execute 

 

 

STEP 3

The order list with WIP was calculated by plant

STEP 1

Start the transaction FB50

  1. Document and Posting date (Closing month)
  2. Accounts to post the WIP
  3. Posting Key (Debit or Credit)
  4. Amount of WIP
  5. Order in Work in Progress

WIP Calculation

Make sure that you have previously calculated the WIP and collected the orders in WIP

 

 

STEP 2

Post WIP journal  using the following accounts:

Cost Account: 98350200

G/L Account: 34000200

 

Posting Keys

The cost account should be credited and the G/L account debited.

 

The cost account must have a cost object assigned which will be the order that was previously calculate as Work in Progress (WIP). 

Post the journal to the closing month (M)

 

Save the document clicking on  and you will get the document number that you have just posted. 

 

Reverse WIP

After posting the Work in Progress you must reverse it on following month. Ensure that next step is also done.

 


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"

    • 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...)

Reverse´s booking date


Previous posting was done in

Reverse is to do in

Current period

Same day as the previous posting

Closed period

The closed period cannot be opened then the reversal has to be done as soon as possible in the current (open) period

Current period and in a different currency from EUR

Same day as the previous posting and with the same currency rate

Closed period and in a different currency from EUR

First day of the open period or day of the reverse posting with the same currency rate

Cases of reverse:

  • Wrong posting in the current period
  • Wrong posting in a closed period
  • Reverse of accrual
  • etc

STEP 1

Use transaction code: 

 

FB08 - Reserve Document: Initial Screen


If one item in the previous posting is cleared, it is not possible to reverse it. You have to reset the cleared item or use the transaction FBR2.


The system does automatically clear the cancelled items when we use this transaction (FB08).

Enter the transaction name in the SAP command field:

 

Next screen opens:



STEP 2

Select the document to be reversed

 

You can display the reversal before saving, if you wish to confirm you are reversing the
correct entry. 



Fill in the following fields:

Document number

Document number that has to be cancelled / reverse

Company code

Concerned company code

Fiscal Year

Is always the current fiscal year

Reversal reason

Reverse reason (with the match code)

Posting date

Reverse posting date

Posting period

Period is automatically adapt with the posting date

Void reason code

Is not a mandatory field (with the match code)



STEP 3

Save the reverse document by clicking on


Enter the barcode if it is required:  

  • Document
  • company code
  • period
  • reversal reason





STEP 4

Check other transactions to reserve documents

Other document reverse transactions:

KKAX

Transaction KKAX can be also used to calculate the WIP when you want to do it for a single order. This is not quite usual once we have KKAO that give us all orders that are WIP.

If all orders were balanced for closing month means that this task has been successfully executed.