General Presentation

The PS Application provides reports that shows the financial indicators are project level (WBS Element).

The Financial Indicators include :

  • CASH Out (Capex and OTC
  • Actual Costs (PEC - Capital Spend)
  • Commitments
  • Budget
  • Planned costs
  • Future costs

Access

Access to the "PS - Project Costs" Application has to be requested (See Getting an account).

Access is managed at 2 levels, which you will need to precise when requesting the access : 

  • Global Business Unit (GBU) - Note that this is the CLIENT GBU (Not the one responsible for the project, but the one receiving the benefits of the projet).
  • Family of the WBS

Perimeter

Currently the WBP PS Application only contains data coming from the RCS System, so only the legal entities managed in WP1 SAP system will be included in this report.

Data update

The data is updated daily around ~4 am Paris Time.

Queries

All the queries for the PS Application can be found in the role "PS - Project Costs" (ZR_RCS_CA_M09) :

Here are the links to the detailed query documentations :

Characteristics description (Common to all queries)

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

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

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)

Transaction Characteristics

Document characteristics

  • 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.

 

Key Figures

Simple example

In this example we consider the case where a purchase order with a value of 100$ w/o tax (116$ with tax) was created and assigned on the project.

Step 1 - The Purchase Request (PR) is created - There is no cost yet, but there is a commitment.

Step 2 - The PR is approved and the Purchase Order is created. In this case, the amount of the PO will be added into the "Cash Future" as at some point in the future this will have to be paid.

Step 3 - The goods (or service) are received (GR). We received everything, so a value of 100$. The commitments are now 0 (since everyting was received) and the PEC (Actual Cost) is 100$. Nothing has yet been paid for CASH is still 0.

Step 4 - The invoice is received. Total value with tax is 116$. The tax is instantly "recovered" : we will have a CASH of -16$.

 

Step 5 - The invoice is paid. As we pay 116$ but we had a -16$ (Tax recovery) CASH, at the end the CASH is equal to 100$, the amount without tax. The Cash Future becomes 0 as everything was paid.

Definitions

Commitments (Current)

Definition : 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 :

Calculation : None. Amount comes directly from SAP. 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)

PEC

Definition : The PEC (Capital Spend) is the actual costs (received costs). This includes the downpayments. 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.
  • Downpayments

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

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

If you want to show separately the downpayments and the actual costs (GR - Goods receipt) you can use the "Key Figure Type" :

Downpayments

Definition : The down-payment is the value of the advanced payments done to the supplier. It is also included in the PEC.

 

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

Cash

Cash (or "Cash Out") is the amount paid (Without tax).

  • If cost is linked to a purchase order, then it's the amount once the invoice has been paid.
  • If cost is not related a purchase order, then it's equal to the PEC (GR).

Formula is  CASH = PEC + Variation of the payables balance. In other words : 

Where :

  • Balance = Amount of all open documents (documents not cleared)
  • FIAP = Payables ledger = Invoices.payments, Excluding Downpayments (as DP are already included in the PEC).
  • FIGL = General ledger = Provisions/GRNI

Due to the way the formula works, between the time where the invoice is received and the time where it is paid, the CASH will show a negative amount equal to the tax value. This is intended. Basically, we consider that the tax is recovered instantly (Negative cash) when the invoice is received. Then the invoice is paid (with tax) and the end cash result is without tax.

 

Simple example (PO - No downpayment)

Step 1 - PR and then PO are created. No costs or payments yet.

Step 2 - Goods/services are received for 100$. PEC, which is getting the data from CO, will show 100$ due to the GR and there will be a FIGL posting of -100$ for the GRNI.

Step 3 - The invoice (116$ with tax) is received. The FIGL GRNI is cleared and there is a new FIAP posting for 116$. PEC + FIGL Posted + FIGL Cleared + FIAP Posted = -16$. This corresponds to the tax value that is "recovered".

Step 4 - The invoice is paid. The FIAP document (invoice) is cleared. At the end FIGL Posted + FIGL Cleared + FIAP Posted + FIGL cleared = 0, so the CASH out is equal to the PEC. 100$ which is the amount without tax.

 

Cash Future (and details)

CASH Future is the amount that at some point will have to be paid. This includes :

  • Amount of PO's not yet received
  • Amount of invoices not yet paid
  • Amount received but yet invoiced.

 

The Cash Future is then split into 2 parts :

  • Cash Due  : amounts that are estimated to be due in the future. This is then split by month : Due M (this month), Due M+1 etc...
  • Cash Overdue : amounts that are estimated to be overdue already. 

Due/Overdue are determined by looking at the Net Due Date of the document. Either the actual one (for invoices), or a estimated one (when there is no invoice yet) :

Purchase Requisitions are not included in the Cash Future (or commitments). Only costs related to a purchase order are included in the Cash Future.

Cash Due and Cash Overdue can be then split into the different types : 

If the invoice was not received, the future cash period will be based on an estimated Net Due Date. This Net Due date is calculated from the Payment Terms.

If the Payment Term is complex (Multiple payments) or doesnt correspond to the reality (Ex : Payment based on the progress of construction) then the period will be incorrect/irrelevant.

 

Cash Due (Actual or estimated Net due Date is in the future): 

  • Ordered but Receipt Late : Order exists, but no GR or invoice yet and the requested delivery date is in the past. Net due date is calculated based on the requested delivery date + Terms of payment.
  • Ordered,  Receipt in Future : Order exists, but no GR or invoice and the requested delivery date is in the future.Net due date is calculated based on the requested delivery date + Terms of payment.
  • Received : GR is done, but no invoice and the estimated net due date is in the future. Net due date is calculated based on the GR date + Terms of payment..
  • Invoiced : Invoice has been received but not yet cleared. The net due date is coming from the invoice and is a future date.

Cash Overdue (Actual or estimated Net due Date is in the past): 

  • Received : GR is done, but no invoice and the estimated net due date is in the past. Net due date is calculated based on the GR date + Terms of payment..
  • Invoiced : Invoice has been received but not yet cleared. The net due date is coming from the invoice and is a past date. 

The Cash Due can also be split by month :

The period (M for current month, M+1 for next month etc...) is based on the Net Due date. Depending on the case the Net Due date is the actual one from the invoice, or an estimated one based on a date + the payment erms :

 

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.

Assigned

It’s the sum of the current received costs (PEC, excluding Downpayments) and to be received costs from purchase orders (Commitment) 

Note that if you try to display the Assigned costs by period, the month will represent the posting month for the actual costs and the requested delivery date for the commitments.

 

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.

There is normally no time dimension for the budget, but we added Project Start Date in it.

 

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.

PEC Forecast

Obsolete Key Figure - No longer used.

CASH Forecast

Obsolete Key Figure - No longer used..

PS Frequenty Asked Questions

What does "PEC" stand for ?

"PEC" is the acronym for the french name "Prise En Charge", which translates into "Bearing of the costs". Meaning the Actual Costs of all goods/services received.

The "PEC" was used for Rhodia Legacy. It is replaced by the wording "Capital Spend".

What does "CAPEX" stand for?

CAPEX stands for Capital Expenditure. It is equal to the CASH (Out) when filtering on investments only.

What does "CASH" stand for ?

CASH is short for "Cash Out", meaning the amount that has been paid (or received for invoicing WBS). It includes both "CAPEX" (Investment Cash Out" and "OTC" (One Time Costs - Non-investment cash out).