Basic Information

Application	PS - Project System
Query Name	BW - Cumulated PEC & Cash (Core Query)
Query Technical Name	BW_QRY_MPR_PS004_0007
Multi-Provider Name	PEC - CAPEX - CASH Reporting
Multi-Provider Technical Name	MPR_PS004
Usage type	Direct access via Analyzer
Expected users	Site/IT/R&D/ING Controllers, Project Controllers

Purpose of this query

Each GBU (Ind Directors) and Function (Function Controllers) are required to report, every quarter, the realized PEC & CAPEX of the last quarter and the forecasted PEC and CAPEX for current Y, Y+1 and Y+2.

This report allows to check the cumulated PEC & CASH amounts at the end of the selected period with a detail on the different components of the PEC & CASH calculation.

Variables screen

The query has several variables in prompt, including mandatory, authorization and optionals :

Mandatory :

*Calendar Year/Month : A single value has to be selected and will define the "Snapshot" date of the report. The report will show all the cumulated values as of end of the Year/Month selected.

Authorization :

Family : This is the family of WBS (see the characteristic definition below). Since the BW PS data is restricted based on this family, by default BW will automatically input the families you have access to. If there is no value by default then it means you have no access, or access to ALL.
GBU : This is the *client* GBU of the project (See the characteristic definition below). Since the BW PS data is restricted based on this GBU, by default BW will automatically input the families you have access to. If there is no value by default then it means you have no access, or access to ALL.

Optional :

*Currency : By default all the amounts in the report will be shown in local (company) currency. By selecting a currency in this variable you can request BW to convert all the amounts to it. See below for details on the currency conversion.
*Zone : This is the zone (AP, LA, NA, EU) of the Company of the WBS.

Project Type : by default equal to "II" (Investments) because it's the most used value. You can select any other value or remove the default selection.
Group PS Code : code used to regroup Projects which are zone/company wide (Mostly used by IT / R&D)
Status : this is the current status of the WBS.
Date of the last PEC : Current date of the last cost posted on the WBS. The report will only show the costs of the WBS for which the date of last PEC fit into this filter.

Example : If you only want to see the costs of projects that have been active (had cost) in 2012, you should select "Date of last PEC >31.12.2011".

Careful : If you select "Date of last PEC = 31.12.2011" then the report will only show the costs of the WBS for which the date of last PEC was exactly 31.12.2012

Filters

Only 2 general filters are applied on this query :

WBS Status <> Deleted : All WBS which have been deleted from RCS will be excluded from this report, even if there was some planning/budget data.
GL Account <> 40100400, 40100450, 21900200 : these are the advance payment accounts which are excluded because those amounts are already included differently. This filter only exists to make sure downpayments are not counted twice.

Characteristics

Master data characteristics

The "responsible" structure (GBU, Cost Center, CGU, BU)

- Global Business Unit Responsible of WBS
- Business Unit Responsible of WBS
- CGU Responsible of WBS
- Responsible Cost Center of WBS
- Profit Center of the WBS: This is the responsible profit center. It is NOT the profit center from the WBS found in CJ20N, but the profit center linked to the Responsible cost center.

The responsible structure is all based on the Responsible Cost Center of the WBS. It corresponds to the organisation that is actually running the project. From the Responsible CC, BW determines the Profit center and then the CGU/BU/GBU structure from the standard hierarchy.

*WBS Family : This is the family of the WBS found in the "Customer Enhancement" tab in RCS CJ20N. It corresponds to the professional family of the project.

In addition, there are also 4 characteristics from the Funct0 hierarchy based on the Responsible Cost center :

1 Organisation of WBS
2 Function of WBS
3 Sub-Funct Grouping of WBS
4 Sub-Function of WBS

The "client" structure (GBU, BU)

This corresponds to the organisation that will ultimately benefit from the project. The values come directly from the WBS or Project master data in RCS (CJ20N) in the Cust. Enhancement tab.

GBU of Project : Client GBU of the project
Global Business Unit : Client GBU of the WBS
Business Unit (PS) of WBS

WBS/Project Basic data tab

Requesting Cost center of the WBS : Req Cost Center from the WBS (Directly from CJ20N)
Project Type: Classification of the project (used to differentiate investments vs non-invst
Project Status : Not directly the system status from RCS, but a simplifed status based on it.
Person Responsible of WBS : Person Respons. in CJ20N (in WBS)
Person Responsible of Project : Person Respons in CJ20N (in project)
Priority PS of WBS : Priority in CJ20N.
Est. Auth. Date (Project) : Start date of the project (for project only)

WBS/Project Assignments tab

Controlling Area of the WBS : CO area in CJ20N
Company code
Object Class of the WBS : Object Class in CJ20N*Plant
Location of the WBS: Location in CJ20N

WBS/Project Control tab

investment Reason of WBS
Investment Reason of Project
Investment Measure Profile of WBS : Investment profile in CJ20N
Scale (IM) of WBS : Scale in CJ20N (WBS)
Scale (IM) of Project : Scale in CJ20N (Project)

WBS User Fields tab

Group Code PS : Code of group of the WBS from the user fields tab in CJ20N. This a code used to regroup several WBS. It is used mostly by IT and R&D to group under a single code several projects handled in different companies/controlling areas

WBS/Project Administration tab

Creation Date (Project) : Creation of the Project object in RCS
Created By (WBS) : User that created the WBS object in RCS

Transactional characteristics

Document characteristics

Indicator: Cap Goods : Flag from the Invoice that defines if the invoice is related to an investment (Capitalized Goods) or not.
*Purchase Order Number : Contains both the Purchase Order number (45XXXX) and the Purchase Requisition (40XXXX)
*Purchase Order Item Number

The Purchase Order (PO) number and item will only show if the cost is directly coming from a purchased linked to the WBS element. EX : In the case of the PO done on a Project Maintenance Order, the cost will be shown in the report but with no PO number (the information is lost when the cost is transferred from PM Order to WBS)

The Open Invoices and CASH key figures may present issues when displayed at the PO and PO item level. See below about "Invoice Split".

G/L Account : General Ledger Account.

Supplier RCS Code : Number and description of the supplier (usually from the PO but could also be from the invoice when there is no PO).

Time/Date characteristics

Calendar fields (Quarter + Year/Month+ Month + Year/Quarter) : This corresponds to the * osting date* of the documents.

Clearing fields (Year/Month + Year + Month + Clearing) : This corresponds to the * urrent clearing date* of the documents (Clearing being the date itself).

Net Due Date + Net Due Month : This corresponds to the * et Due Date* of the document.

For the invoices data (FIAP) it's the actual net due date from the invoice* *
For the commitments and GNRI (FIGL) the date is estimated by BW based on the net due date of purchase order (see below "Net due date estimation&quot

Date of last PEC of WBS : This is the posting date of the last cost (debit) on each WBS. This field doesn't exist in RCS and is updated by BW each time a new CO document is posted on a WBS.

Miscellaneous characteristics

Infoprovider&gt;&gt;Characteristic Info Provider : This is a technical field which contains the source database in BW. It's only used by IT as debug information.

Source System : Technical field to be used in the case of several source systems. Currently un-used since data coming only from RCS

Currency : This is the local currency. Even if the amounts are converted, this will still show the local currency.

Key Figure Type : Indicator used to split the data in 3 categories. Field is calculated by BW (doesnt exist in RCS)

Costs and relevant quantities : PEC & Commitments* Down Payment as Operating Expenses : Downpayments
Payables Variation : Invoices and GNRI data (FIGL/FIAP)

Key Figures

Commitments (Current)

Definition : It’s the present amount of the purchase requests and orders not yet received. Amount is without tax and in local currency. In the purchase order (ME23N) it corresponds to the "To be delivered" in the PO header :

Calculation : None. Amount comes directly from RCS. You can see the details/documents via the CJI5 transaction

About the Posting date for commitments : For the commitment data, the posting date (and all linked characteristics : year, quarter, month) is based on the* expected delivery date of the PO/PR* :

This is the present (previous day or current day) value. It doesn't take into account the period selected in the query prompt (it is not possible to get the commitments at a selected date due to the way SAP manages that data)

PEC (Excl DP)

Definition : The PEC ("Prise En Charge" in french) is the actual costs (received costs). Although the standard formula normally includes the down-payments in the PEC, in this report the PEC exclude the down-payments (DP). The cost can correspond to :

Purchase orders, the reception of services/goods (at GR date)

Stock issue : value of the material (at stock issue date)

Hours : standard cost defined for each hour.

Transfers (from Maintenance orders etc...)

Manual entries (CO document) and other adjustments.

In the purchase order header this corresponds to the "Delivered" value :

Calculation : None. Data comes directly from RCS and can be checked by transaction CJI6.

Downpayments

Definition : The down-payment is the value of the advanced payments done to the supplier. Although it is normally included in the PEC, in this query the amount is separated in a different key figure.

Calculation : None. The data comes directly from RCS and can be checked by transaction CJI6, or directly on the purchase order history (ME23N).

Open GRNI

Definition : Amount of "Goods Received Not Invoiced", meaning the value of all goods and services received for which we have not yet received an invoice

It's the open balance of the* FIGL* GRNI accounts. Amount is in local currency and * ithout tax*.

In most cases it corresponds to the open balance on these accounts :

Z001/40100300

AP TP OTH GRNI AUTO

Z001/40100310

AP TP TD GRNI AUTO

Z001/40100350

AP TP CORE BUSINESS

Z001/40100390

AP-TP-GRNI CUSTOMS

Z001/40800300

AP FA GRNI AUTO

Z001/40800301

AP FA GRNI ADJ

Calculation : If M is the selected period in the query prompt, then the Open GRNI is the cumulated amount of all FI documents where :

Posting Period <= M*

Clearing date is empty or >M*

Open Invoices

Definition : Amount of all open invoices and other account payables (FIAP GL Accounts . Amount is in local currency and with tax

In most cases it corresponds to the open balance on these accounts :

Z001/40150100

AP -TP - SERV SGL Q

Z001/40100100

AP TP TD REC ACCNT

Calculation : If M is the selected period in the query prompt, then the Open Invoices is the cumulated amount of all FI documents where :

Posting date <= M*

Clearing date is empty or >M*

Cash Out

Definition : Result is in local currency and without tax

This Key Figure is called "CASH OUT" and not "CAPEX" because this report does not only take into account investment expenses. The report works for all projects (including re-invoicing WBS). This amount can only be called CAPEX if running the report with Project Type = II (Investment)

Calculation : The standard formula for the Cash out is

Cash Out = PEC + Variation of the payables balance
In this case :

PEC are split into "PEC (Ex DP) and "Downpayments".
The payables are split into "GRNI" (FIGL) and "Invoices" (FIAP)

So the formula is equivalent to :

Cash Out = PEC (Ex DP) + Downpayments + Variation GNRI (FIGL) + Variation of Invoices (FIAP)

Since this report shows the cumulated values up to the selected period, the "Variation of the payables balance" equals to the "Payables Open Balance" at period M.

Therefore :

Cash Out = PEC(Ex DP) + Downpayments + Open GRNI + Open Invoices

- For costs not related to a purchase order, PEC is always equal to CASH (there are no GRNI/Invoices)
- GRNI and Invoices amounts are displayed as negative numbers since it corresponds to debts.

Hours

Definition : Number of Hours allocated to the WBS. The value associated is included in the PEC.

Calculation : None. The data comes directly from RCS and can be checked in transaction CJI3.

Budget

Definition : Global authorized amount for the project. The amount is not time-dependant (it's a global amount for the overall duration of the project). Amount is in local currency.

Calculation : None. The data comes directly from RCS and can be checked CJ31.

Budget - Cash

Definition : Remaining budget based on Budget - Cash.

Group code PS Budget

Definition : Budget for the PS Group code projects grouping. This is currently mostly used by IT and R&D to allocate an overall budget to multi-company projects. Amount is always in EUR

Calculation : None. The amount comes directly from transaction ZWPST004.

Group Budget - Cash

Definition : Remaining budget based on Group code PS Budget - Cash.

PEC Forecast

Definition : Cumulated PEC forecasts up to the selected month.

Calculation : The PEC forecast data is entered directly in BW via specific workbooks using "Integrated Planning". Special access is required. Please contact the ISF Application Helpdesk for more information.

CASH Forecast

Definition : Cumulated CASH forecasts up to the selected month.

Calculation : The CASH forecast data is entered directly in BW via specific workbooks using "Integrated Planning". Special access is required. Please contact the ISF Application Helpdesk for more information.

Currency conversion

By default most of the amounts (all except the Group Budget) will show in Local Currency The local currency amount is coming directly from RCS without any conversion from BW.

If you want to convert the amounts to another currency, you can do it by selecting a currency in the "Currency" prompt when running the report.

If you choose a currency in the prompt BW will convert all the amounts using the Cumulated monthly mean (MMC) rate&gt;&gt;BW exchange rates* :*

For Budget using the rate available at the * BS creation date*.
For Cash/PEC/Commitments/Forecasts using the rate valid at the * ocument posting date*.

About taxes

About invoice split

When running this report by purchase order and purchase order item you need to take into account the in SAP the invoice can only be assigned to a single analytical element There are 2 cases where this is relevant :

Case with a single purchase order with several items assigned to different analytical elements*

Example : 1 PO, with 1 item assigned to a WBS and 1 item assigned to a Cost Center --> only 1 Invoice

In this case SAP will automatically assign the full amount of the invoice to the first element. In the above example, the full amount of the invoice will be reported on the WBS, when in fact part of it should be reported into the Cost center.

To solve this BW will automatically split the invoice and allocate correctly the invoice value using a pro-rata with the PO value. Since RCS doesnt do such splitting, the data may look different when looking in RCS and in BW.

Case with a single PO and a multiple settlement rule*

In case where in a single purchase order, an item has a multiple settlement rule (Ex : 40% on a WBS, 60% on a cost center), SAP will assign the full invoice on the first element.