The Project Costs Reports it’s part of the Finance domain using data from SAP systems related with the information from SAP Project System application tool.
These reports have the main goal to provide a detailed economic survey of projects: Budget, Commitments, Actual costs (PeC), Cash out (CAPEX) and Cash Future. In this way several reports were built so the users can check and analyze at master data level, settlements and key figures information.
For this Application the access is provided based on the BW menu "PS - Project Costs" and it's done via Service one.
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https://solvay-dwp.onbmc.com/dwp/app/#/itemprofile/622
In SAP system select the "WBP - BW Business Warehouse"
In WBP - BW Business Warehouse : Select the Business Role select the "PS - Project Costs".
VERSION | DATE | MODIFIED BY | DESCRIPTION |
0.01 | 01.07.2023 | Inês Vilares | Initial draft |
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Data Sources Note: list of all applications and various environment |
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2.0 Business Process
SAP PS (Project System) is an integrated project management tool used for planning and managing projects. Whenever the organization has a project it’s important to have a planning of all associated activities. The responsibility to manage and control the projects it’s essential to ensure that the project is executed efficiently, in the timeline and within budget.
To be able to have this control and check the data we can use a structure called work breakdown structure (WBS) to see the costs and activities associated with the project and therefore the company can have a track of this information for each project.
For the Project Costs application, we reflect the information provided by the key figures involved in the process such as Budget, Commitments, Actual costs (aka PeC), Cash out (aka CAPEX) and Cash Future.
The PeC and CAPEX are words used in BFC reporting tool for investment projects.
3.0 Application Feature Overview
For this application we have the main workbook New Cum. Project Costs & Cash Out (Core Workbook) the other workbooks are just a different display of this main data. Below we have all the workbooks available:
| Reports | Definition | Prompts | BW Workbook Query | Query Technical Name |
|---|---|---|---|---|
| Check of PM Settlements | For checking that direct postings on PM are equals to monthly settlements from PM into PS. | Mandatory:
Optional:
| BW_WBK_PROJ_0008 | BW_QRY_MPR_PS014_0008 |
| New Capitalization Workbook - 100 lines (Core Workbook) | Ask to the BAO | Mandatory:
Optional:
| BW_WBK_PROJ_0016 | BW_QRY_MPR_PS015_0001 |
| New Capitalization Workbook - 20 lines (Core Workbook) | Ask to the BAO | Mandatory:
Optional:
| BW_WBK_PROJ_0017 | BW_QRY_MPR_PS015_0001 |
| New Cum. Project Costs & Cash Out (Core Workbook) | The report has the synthetic view of the cash out with the fields commitments, actuals, open GNRI, open invoices and the amounts for the budget and hours. | Mandatory:
Optional:
| BW_WBK_PROJ_0014 | BW_QRY_MPR_PS014_0014 |
| New Project Costs - Actuals (Core Workbook) | This report focus on Actual data drilldowned by month with WBSE Project Type, WBSE Family and WBSE 2 Function as the default dimensions for the analysis. | Mandatory:
Optional:
| BW_WBK_PROJ_0013 | BW_QRY_MPR_PS014_0013 |
| New Project Costs - Periodic (Core Workbook) | This report focus on Commitments/Actual data by Project dimension by default. | Mandatory:
Optional:
| BW_WBK_PROJ_0012 | BW_QRY_MPR_PS014_0012 |
| New Project Costs, Cash Out & Cash Future (Core Workbook) | Reference workbook, with all characteristics/key figures listed above, in a multi year/periodic view. It should be executed by Project resp. in Conso. view? = 0 and Project enlarg. to PM? = 1. For the second sheet we have a detail information for the cash future values by project. | Mandatory:
Optional:
| BW_WBK_PROJ_0011 | BW_QRY_MPR_PS014_0011 BW_QRY_MPR_PS014_0015 |
| New Project Costs/qties & Cash Out/Future (Core Workbook) | This report it's the same from the workbook "New Project Costs, Cash Out & Cash Future (Core Workbook)" for the first sheet with an addition of the key figure for the Actuals in quantity. | Mandatory:
Optional:
| BW_WBK_PROJ_0026 | BW_QRY_MPR_PS014_0016 |
| New YtD Cash Out & Cash Future (Core Workbook) | Same as the workbook "New Project Costs, Cash Out & Cash Future (Core Workbook)", but in a YtD/monthly BFC oriented view, with detailed Cash out (PeC/FAS/DP/Lease) and detailed Cash Future. | Mandatory:
Optional:
| BW_WBK_PROJ_0015 | BW_QRY_MPR_PS014_0015 |
| PF1 Capitalization Workbook - 100 lines (Core Workbook) | Ask to the BAO | Mandatory:
Optional:
| BW_WBK_PROJ_0111 | BW_QRY_MPR_PS015_0001 |
| Project Hours (Core Workbook) | Focused on (valuated) quantity postings in hours (H/HR) and days (D/DAYS). NB: In PF1 area, it also includes Network settlements on WBSE (PS entries with Partner Object Type 0NWA). | Optional:
| BW_WBK_PROJ_0003 | BW_QRY_MPR_PS014_0003 |
| R&I Project Costs Follow up (Core Workbook) | This report shows the costs for the R&I projects. | Optional:
| BW_WBK_PROJ_0002 | BW_QRY_MPR_PS015_0002 |
| WBS Element Master Data (Core Workbook) | For checking Project/WBSE master data, and several corresponding attributes updated from SAP. | Optional:
| BW_WBK_PROJ_0001 | BW_QRY_C_WBS_EL2_0001 |
| WBS Element to be closed (Core Workbook) | To follow up investment WBSE already capitalized (settled on FXA) but not yet closed in SAP, i.e. WBSE should be closed to avoid any unexpected additional postings. Default prompts: Proj. System status different from 4. | Mandatory:
Optional:
| BW_WBK_PROJ_0010 | BW_QRY_MPR_PS014_0010 |
4.0 Functional Specification
4.1 General Data/Calculations
For these reports, it’s important to understand some general concepts which are transversal to all the reports which allows the users to work with the reports in the same way as the SAP system and BFC tool.
| Consolidation View | The query takes the integration rate of the company and the partner from a table managed by GAR (Group Accounting Reporting).
The formula to retrieve the consolidated sales is in line with BFC: Consolidated Sales = Amount * Max [ 0, Integration Rate of CY (tingsoc) - Integration Rate of Partner (tingpart) ] Internal Sales = Amount * Min [ Integration Rate of CY (tingsoc), Integration Rate of Partner (tingpart) ] The integration rate of the partner is managed on the TRADING PARTNER. For specific cases some external customer must be considered as internal for certain company code (joint venture for example) . For cases the Partner integration rate is taken at the crossing Sold To/Company code. In this way, the user has 4 options:
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|---|---|
| GBU Assignment | The concept for GBU doesn't exist in SAP but it’s a requirement to have in BW since in BFC we have this definition. We can see how this is defined in the Functional Documention for "Working Capital". |
| Exchange Rate | All the PS queries use the same type of currency conversion:
This means that each document will be converted with the rate available for the posting date of that document. IE : Documents posted in January will be converted with the January rate, even if you run the report in february. Depending on the key figure, the "Period" will be different : Budget : the date will be the start of the project (WBS Creation date) Commitments : Rate available at the theoretical reception date if the date is in the past, or current rate if date in the future. Plan : Rate available at the month of the plan data. PEC : Rate available at the reception date. Cash – Payments : Rate available at the invoice reception date. Cash – Down payment : Rate available at the down payment posting date.Cash – Non-Purchase requests (Stocks, Hours) : Rate available at the cost reception date |
| PRS Concept | The PRS is one dedicated SAP environment (based on PF1) whose aim is to unify some structural information as Master Data information for customers, vendors, company codes, etc. For this, depending on each master data we are referring to, we have specific tables created to maintain the data and have the configuration from source systems to BFC definition and alignment. |
| Budget | Global authorized amount for the WBSE. NB: displayed value is “at current date”: it’s a whole amount of budget, timely not dependent from period selected by user in the query prompt (equal to the overall budget value available in SAP transaction CJ31). The amount comes directly from transaction ZWPST004. |
| Assigned | It's the sum of Actual costs + Commitments. |
| Commitments | It’s the current 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. This is not on the FI side. |
| Actual Costs (PEC) | This is referring to the expenses. All debit postings:
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| Cash Out (CAPEX) | It is the amount that was paid (Without tax) related to investment projects. Expenses (Actuals) - FAS (more details in the process definition). |
| Cash Future | It is the amount that at some point will have to be paid. This includes :
Also the Cash Future is splitted in 2 parts Due and Overdue. |
| Fixed Asset Supplier (FAS) | This show the information regarding the values that are open item + cleared items to see the monthly FAS in a period (selected by the user in the reports). what was invoiced - what was paid (cleared). |
4.2 Process Detail
4.2.1. Report/Process Definition
| Domain | Finance |
|---|---|
| Application | BW reports under PS - Project Costs - Folder 1.1 |
| Provider | MPR_PS014 |
For the Project Costs reports our data source is the SAP data from different modules.
See below the figure explaining the process to have the values for the key figures on a high level information from which module in SAP:
- From the CO modules we have the information for the expenses coming from the PS/PM modules from SAP and the output can be in values or quantities.
- From the FI modules we have the information for the FAS (Fixed Asset Supplier) which can be from the vendor's side (FIAP) or in the process for the PO to have the GR where we have the accruals information (FIGL).
In this way, combining this information we will have the CAPEX data for the investment projects.
SAP BW High Level View
To see the data from the source systems see below how the information is organized in the BW perspective:
PS Characteristics
WBS/Project Master Data (CJ20N)
The "responsible" structure
- 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.
In addition, there are also 4 characteristics from the standard costt center 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 WBS Family
*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.
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 Dates tab
- Project Start Date
- Project Finish Date
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 User Fields tab
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
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)
- 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)
- Indicator: Cap Goods : Flag from the Invoice that defines if the invoice is related to an investment (Capitalized Goods) or not.
- 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).
- Purchase Order Number : Contains both the Purchase Order number (45XXXX) and the Purchase Requisition (40XXXX)
- Purchase Order Item Number
Note: 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)
Note:The Open Invoices and CASH key figures may present issues when displayed at the PO and PO item level. See below about "Invoice Split".Time/Date characteristics
Calendar fields (Quarter + Year/Month+ Month + Year/Quarter) : This corresponds to the Posting date of the documents.
- Clearing fields (Year/Month + Year + Month + Clearing) : This corresponds to the current clearing date of the documents (Clearing being the date itself).
- Net Due Date + Net Due Month : This corresponds to the Net 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")
- 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 : 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.
Simple example to understand the key figures definitions
For this process we have different moments where the key figures will show different information depending on which time we are checking the data and in which step we are in the process. See below the steps and how the key figures are calculated depending on the moment we are reporting and how the steps impact on this calculations:
PO | Qty | Unit Price | Value | Assignment |
10 | 10 | 100 | Material, CC, Order, WBS, etc |
Calculations:
Commitments | PeC/Actuals | Posted (FI) | Cleared (FI) | CAPEX |
100 | 0 | 0 | 0 | 100 |
- PO was delivered so 0 for commitments;
- The accrual will be cleared with the offsetting account in the invoice;
- The Invoice will have the vendor amount as open.
PO | Qty | Unit Price | Value | Assignment |
10 | 10 | 100 | Material, CC, Order, WBS, etc |
GR | Qty | Unit Price | Value | Account | Type of movement | Cleared or not |
10 | 10 | 100 | P&L | Expense | ||
-100 | BS Accrual | Payables/FAS | Cleared | |||
IR | 100 | BS Accrual | Payables/FAS | Cleared | ||
-100 | Vendor | Payables/FAS |
Calculations:
Commitments | PeC/Actuals | Posted (FI) | Cleared (FI) | CAPEX |
0 | 100 | (-100+100-100) = -100 | -100+100= 0 | 0 |
If the total of the PO was delivered, the commitment will be 0 and we will have data in the accounting side:
PO | Qty | Unit Price | Value | Assignment |
10 | 10 | 100 | Material, CC, Order, WBS, etc |
GR | Qty | Unit Price | Value | Account | Type of movement |
10 | 10 | 100 | P&L | Expense | |
-100 | BS Accrual | Payables/FAS |
Calculations:
Commitments | PeC/Actuals | Posted (FI) | Cleared (FI) | CAPEX |
0 | 100 | -100 | 0 | 0 |
- PO was delivered so 0 for commitments;
- The GR has the accrual cleared with the invoice counterpart;
- The Invoice will have the vendor amount cleared with the offsetting account from the payment.
PO | Qty | Unit Price | Value | Assignment |
10 | 10 | 100 | Material, CC, Order, WBS, etc |
GR | Qty | Unit Price | Value | Account | Type of movement | Cleared or not |
10 | 10 | 100 | P&L | Expense | ||
-100 | BS Accrual | Payables/FAS | Cleared | |||
IR | 100 | BS Accrual | Payables/FAS | Cleared | ||
-100 | Vendor | Payables/FAS | Cleared | |||
Pay | 100 | Vendor | Payables/FAS | Cleared | ||
-100 | Bank | GL account |
Calculations:
Commitments | PeC/Actuals | Posted (FI) | Cleared (FI) | CAPEX |
0 | 100 | (-100+100-100+100) = 0 | (-100+100-100+100) = 0 | 100 |
Project Reporting by WBSE:
For the actual costs/PeC we have the information through the costs posted (values or quantities) directly to the WBSE or the information can be from a PM Order first. As we saw in the example above in the PO document we can assign the data to a different CO objects. With this, depending on the assignment, we can have the following distribution:
When the costs are assigned to a PM Order, we can have some limitations:
- Only in the month end it’s possible to see the values in the WBSE (due to the settlements which is a process in the end of each month to transfer the values from a CO object to another CO object);
- When the settlement is done, the information assigned to the PM Order is lost (e.g.: PO number, vendor information, etc).
Since it’s possible to have the costs from two different ways to be allocated to the WBSE, in the BW we have two views to facilitate the information to the users and they can see what is the best fit for their analysis.
In the reports we can have the variable “Project enlarg. To PM (1=Yes/0=No)” in the prompts:
Value 0: contains PS + PM entries on WBSE where we have all the data but without the details from the primary posting on PM Orders;
Value 1: Value 0: contains PS + PM Orders with the most detailed information related to primary posting on PM Order (PO, Vendor…) on a daily basis.
Cash Out calculation:
The cash out represents the net of tax paid on WBSE (calculated according to BFC CAPEX definition), including Down payments.
Previously, we saw the process to have the key figures information depending on the moment of the postings and how this influenced the value of Cash Out (CAPEX).
Since in the SAP FI module (vendor/GL) postings doesn’t contain the information for the CO objects (WBS, cost center, order, etc) so in BW the assignment (and sometimes the split) of an SAP single entry is performed according to the assignment of counterpart P&L entries in the same FI document (GR entry) or in FI related document (invoice entry).
Additionally, as in working capital we have the factoring part, where due to specific conditions we have some cases where the postings are transferred to the CICC company and the data in the SAP systems (PF1/WP1) will be cleared.
With this, when the invoices are transferred to CICC according to CAMS process are considered to be paid when they are cleared in CICC (PI1 Legal company 0231/4044), and not when they are cleared in the original company (ex. WP1 Affiliate ZFR3) at the time of the transfer. Also the cash out is displayed in the Affiliate (and not in the CICC) point of view.
Cash Future calculation:
The cash future key figure is the amount which is still to be paid on WBSE where we have two splits:
- Cash Due: when the Due Date > Current Date
- Cash Overdue: when the Due Date =< Current Date
The due date represents the date which is expected that a customer/vendor will be paid. The amounts can be classified as overdue (not paid in the time defined) or due (still in time to be paid). SAP doesn't store due date in database tables but stores the baseline date. In this way, the due date is calculated based on baseline date plus the payment terms defined in the posting or in the vendor master data.
For the cash future the Net due date is issued from SAP (Vendor entries) or estimated in BW (Commitments/GL entries):
5.0 Non-functional Descriptions
5.1 Usability
5.2 Regulatory Compliance
5.3 Security
5.4 Performance
5.5 Reliability
5.6 Scalability
5.7 Compatibility
5.8 Availability
5.9 Refresh of the Data
The load of the data into BW is on a daily basis.