Application | PS - Project System |
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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 |
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 & 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.
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 :
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.
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
Only 2 general filters are applied on this query :
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 :
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.
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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
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)
Calendar fields (Quarter + Year/Month+ Month + Year/Quarter) : This corresponds to the Posting date of the documents.
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")
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 :
Note: 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)
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 :
In the purchase order header this corresponds to the "Delivered" value :
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.
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).
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 without 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
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
Definition : Result is in local currency and without tax
Note: 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
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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.
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.
Definition : Remaining budget based on Budget - Cash.
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.
Definition : Remaining budget based on Group code PS Budget - Cash.
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.
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.
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 :
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 :
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.
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.
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.
In the case where you display the Net Due Date (or net due month/quarter/year) please note the source of those dates :
Currently it is not possible. The standard formula requires the Open Invoice amount to include the taxes and currently this BW database doesn't have the tax information available.
