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EHP3 for SAP ERP 6.

0
December 2009
English

Create Internal Order


(155.12_PS)
Master Data Procedure

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany

SAP Best Practices

Create Internal Order (155.12): MDP

Copyright
Copyright 2009 SAP AG. All rights reserved.
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SAP Best Practices

Create Internal Order (155.12): MDP

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SAP AG

F2)

or the

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SAP Best Practices

Create Internal Order (155.12): MDP

Contents
1

Purpose........................................................................................................................................ 5

Prerequisites................................................................................................................................ 5
2.1

Roles..................................................................................................................................... 5

Process Steps.............................................................................................................................. 7
3.1

Create Cost Center and Cost Center Group..........................................................................7

3.2

Create Internal Order............................................................................................................ 7

3.2.1

Create R&D Internal Order............................................................................................. 7

3.2.2

Create Internal Order for Investments (AuC)..................................................................8

3.2.3

Create Third Party Services Order (Capital Funding Revenues)..................................10

3.2.4

Create Marketing Internal Order...................................................................................11

3.2.5

Create Internal order for Overhead Costs....................................................................12

3.3

Maintain Settlement Rules................................................................................................... 13

3.3.1
3.4

Maintain Settlement Rules for Investment Orders (AuC).....................................................15

3.4.1
3.5

Create Preliminary Settlement Rule for Capital Internal Order.....................................15

Complete Order and Update Final Settlement Rule............................................................16

3.5.1
4

Maintain Settlement Rules for R&D Internal Orders.....................................................14

Maintain Settlement Rules for Internal Overhead Orders.............................................18

Appendix.................................................................................................................................... 20
4.1

Reversal of Process Steps.................................................................................................. 20

SAP AG

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SAP Best Practices

Create Internal Order (155.12): MDP

Create R&D Internal Order


1 Purpose
In this activity, you create an internal order, which can be tied to a cost center or cost center group.
Internal orders can be used for different purposes. The assignment of the order type provides the
means to control the usage.
Following internal order types are provided by Best Practices

R&D internal orders

Internal orders for investments (assets under construction (AuC) )

Marketing internal orders

General overhead internal orders

The following descriptions contain all steps required to create the internal orders. You
only need to create orders related to one certain order type. In this case, select only
steps that are related to this order type.

2 Prerequisites
2.1 Roles
Use
The following roles must have been installed to allow the relevant activities to be carried out in the
SAP NetWeaver Business Client (NWBC). In addition, they must be assigned to the user or users
who perform the process steps described in this document. You do not need these roles if you are
not using the NWBC interface, but the standard SAP GUI.

Prerequisites
The business roles have been assigned to the user(s) who perform the process steps described in
this document.
Business role
Enterprise
Controller

Technical name
SAP_BPR_CONTROLLER-K

Process step
Create R&D internal order
Create marketing internal order
Create overhead internal order
Maintain settlement rules R&D

SAP AG

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SAP Best Practices

Business role

Create Internal Order (155.12): MDP

Technical name

Process step
internal order
Maintain settlement rules overhead
internal order

Assets Accountant SAP_BPR_ASSET-S

Create investment order


Maintain settlement rules investment
order

SAP AG

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SAP Best Practices

Create Internal Order (155.12): MDP

3 Process Steps
3.1 Create Cost Center and Cost Center Group
Use
This activity creates a cost center or cost center group.

Procedure

To execute this activity, run the Create Cost Center and Cost Center Group (155.03)
scenario using the master data in this document.

3.2 Create Internal Order


3.2.1

Create R&D Internal Order

Use
Various internal projects consume resources and incur costs or expenses. These projects are
undertaken for future development of products. The product lines are determinable for such projects.
The costs of these projects need to be tracked for various purposes such as cost control, return on
investment calculations, tax reporting, and so on.
For every project undertaken, an internal order is created using the R&D order type (Y100). Cost
planning is carried out on this order. When the project is approved, the order is released. Costs
incurred for the project can then be posted on the order. Periodically, the costs collected on the
order are settled to the assigned R&D cost center or to CO-PA (if CO-PA is activated). When the
project is complete, and fully settled, the order is then closed by setting the appropriate status.

The order type for an R&D internal order is Y100.

Execute this step only if R&D internal orders are to be created.

Procedure
1.

Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (GUI)


SAP ERP menu

SAP AG

Accounting Controlling Internal Orders Master Data


Special Functions Order Create

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SAP Best Practices

Transaction code

Create Internal Order (155.12): MDP

KO01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name)

Enterprise Controller (SAP_BPR_CONTROLLER-K)

Business role Menu

Overhead cost controlling internal orders Order


Manager Create

2.

If the Set Controlling Area dialog box is displayed, enter 1000.

3.

On the Create Internal order: Initial screen, enter order type Y100 and choose Enter.

4.

On the Create Internal Order: Master Data screen, enter the following data:

Field Name
Description

User Action and Values


<Enter a description>

Assignments tab
Company Code

1000

Profit Center

F4 Choose a profit center

Responsible cost center

For Example, 1701 (R&D)

5.
On the Control data tab check the system status. If the status is not set to REL,
release the internal order (select Release).
6.

3.2.2

Choose Save.

Create Internal Order for Investments (AuC)

Use
Investment orders are created as internal orders. They collect costs for assets under construction.

Order type for AuC investment orders is YK60.

Execute this step only if AuC investment orders are to be created.

Procedure
1.

Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (GUI)


SAP ERP menu

SAP AG

Accounting Controlling Internal Orders Master Data


Special Functions Order Create

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Create Internal Order (155.12): MDP

KO01

Transaction code

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name)

Assets Accountant (SAP_BPR_ASSET-S)

Business role Menu

Overhead cost controlling internal orders Order


Manager Create

2.

If the Set Controlling Area dialog box is displayed, enter 1000.

3.
On the Create Internal order: Initial screen, enter order type YK60, and then choose
Enter.
4.

On the Create Internal Order: Master Data screen, enter the following data:

Field Name

User Action and Values

Assignments tab
Company Code

1000

Profit Center

F4 Choose a profit center

Responsible cost center

For Example, 1750 (buildings and


maintenance)

Description

<Enter a description>

Investments tab
000001

Investment Profile
5.

Choose Enter.

6.

Choose Extras Asset under Construction.

7.
On the Create Asset: Initial Screen, enter an asset class for AuC (asset class 4001),
and then choose Enter.
8.

Choose Back, and then Save.

9.
On the Control Data tab, check that the internal order is released. If the internal
order is not released then select release and save.
10.

Choose the Assignments tab and enter the following data:

Field name

Description

User action and


values

Comment

Company
Code

#1000

Chart of accounts 0010 is used

Profit Center

for example, Profit Center


30020

11.
Display the Investments tab and review the following data assigned automatically in
configuration:
Field name

Description

Investment
Profile
12.

SAP AG

User action
and values

Comment

Investment Profile 000001 ( Model with


AuC, summary settlement)

Choose Save.

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SAP Best Practices

Create Internal Order (155.12): MDP

13.
Make a note of the Investment order number and the Asset Under Construction
(AUC) asset number, that is created
Choose Extras Asset under Construction.

14.

15.
On the Display Asset: Initial Screen, review the AUC asset master record created
automatically with class 4001.

Result
Internal order is available to track asset under construction budget and expenses, and an asset
under construction master record has been created.

3.2.3

Create Third Party Services Order (Capital Funding


Revenues)

Use
Third party services orders are used to collect capital funding revenues settled from capital orders.
(YK60 order type).The purpose is to collect, monitor, and check revenues centrally, which were
transferred from general reserves to fund capital expenditures. There are no further settlement
requirements.

Order type for third party services orders is Y010.

Execute this step only if third party services orders are to be created.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (GUI)
SAP ERP menu

Accounting Controlling Internal Orders Master Data


Special Functions Order Create

Transaction code

KO01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name)

Enterprise Controller (SAP_BPR_CONTROLLER-K)

Business role Menu

Overhead cost controlling internal orders Order


Manager Create

2. If the Set Controlling Area dialog box is displayed, enter 1000.

SAP AG

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SAP Best Practices

Create Internal Order (155.12): MDP

3. On the Create Internal order: Initial screen, enter order type Y010, and then choose Enter.
4. On the Create Internal Order: Master Data screen, enter the following data:
Field Name

User Action and Values

Description

<Enter a description> General Reserves

Assignments tab
Company Code

1000

Profit Center

F4 Choose a profit center

Cost center

F4 Choose a cost center.

Control Data tab


5. Choose Save.

3.2.4

Create Marketing Internal Order

Use
Marketing orders are used to collecting internal costs related to certain marketing activities. The
purpose is to monitor and check these costs without any further settlement requirements. Therefore
internal orders for marketing are treated as statistical orders. Costs are posted to the responsible
cost center and additionally to the internal order. The cost center is settled but not the marketing
internal order.

Order type for marketing orders is Y400

Execute this step only if marketing orders are to be created.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (GUI)
SAP ERP menu

Accounting Controlling Internal Orders Master Data


Special Functions Order Create

Transaction code

KO01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name)

Enterprise Controller (SAP_BPR_CONTROLLER-K)

Business role Menu

Overhead cost controlling internal orders Order


Manager Create

SAP AG

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Create Internal Order (155.12): MDP

2. If the Set Controlling Area dialog box is displayed, enter 1000.


3. On the Create Internal order: Initial screen, enter order type Y400, and then choose Enter.
4. On the Create Internal Order: Master Data screen, enter the following data:
Field Name

User Action and Values

Description

<Enter a description>

Assignments tab
Company Code

1000

Profit Center

F4 Choose a profit center

Responsible cost center

For Example, 1601 (marketing)

Control Data tab


Statistical order

select

Actual posted CCtr (actual


posted cost center)

For Example, 1601 (marketing)

5. Choose Save.

3.2.5

Create Internal order for Overhead Costs

Use
Internal orders are used for tracking costs of projects in the overhead area.

Order type for overhead internal orders is Y020.

Execute this step only if overhead internal orders are to be created.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (GUI)
SAP ERP menu

Accounting Controlling Internal Orders Master Data


Special Functions Order Create

Transaction code

KO01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role (Name)

Enterprise Controller (SAP_BPR_CONTROLLER-K)

Business role Menu

Overhead cost controlling internal orders Order


Manager Create

SAP AG

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SAP Best Practices

Create Internal Order (155.12): MDP

2. If the Set Controlling Area dialog box is displayed, enter 1000.


3. On the Create Internal order: Initial screen, enter order type Y020, and then choose Enter.
4. On the Create Internal Order: Master Data screen, enter the following data:
Field Name

User Action and Values

Description

<Enter a description>

Assignments tab
Company Code

1000

Profit Center

F4 Choose a profit center

Responsible cost center

For Example, 1101 (finance and


administration)

5. On the Control data tab, check the system status. If the status is not set to REL release the
internal order (select Release).
6. Choose Save.

3.3 Maintain Settlement Rules


Use
Settlement rules are to be maintained for all internal orders created. Settlement rules cannot be
automatically provided since they are dependant on the scope and purpose of internal order. The
following description refers to the baseline scope and the different installation options. These
settings should be adapted to individual business needs.
Settlement internal orders in baseline scope
R&D internal orders depend on activation of profitability analysis and how R&D internal orders are
settled. If CO-PA is activated, then they are settled to CO-PA (value field Research and
Development Costs). If CO-PA is not activated, then the internal orders are settled to the responsible
cost center.

Investment orders are settled to the assets.

Marketing orders are not settled (statistical orders)

Internal overhead orders are settled to the responsible cost center. This does not depend on
the CO-PA installation.

3.3.1

Maintain Settlement Rules for R&D Internal Orders

Use
This step is only relevant for order type Y100.

SAP AG

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SAP Best Practices

3.3.1.1

Create Internal Order (155.12): MDP

Settlement Rule with Cost Center

Use
The internal R&D order is settled to the maintenance cost center 1701.

CO-PA is not activated.


Do not execute this step if CO-PA is activated.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP system menu

Accounting Controlling Internal Orders Master Data


Special Functions Order Change

Transaction code

KO02

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role (name)

Enterprise Controller (SAP_BPR_CONTROLLER-K)

Business role menu

Overhead cost controlling internal orders Order Manager


Change

2. On the Change Order: Initial screen, select your order with order type Y100.
3. Choose Continue (Enter).
4. Choose Settlement Rule.
5. On the Maintain Settlement Rule: Overview screen, make the following entries:
Field name

Description

User action and values

Account Assignment
category

CTR

Comment

Line 1:
Cat
Settlement
Receiver

Any cost center

100

Settlement
type

PER

No.

Distribution rule
number

Account Assignment
category

CTR

For Example, (1701


cost center)

Line 2:
Cat

SAP AG

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SAP Best Practices

Field name

Create Internal Order (155.12): MDP

User action and values

Comment

Settlement
Receiver

Any cost center

For Example: (1701


cost center)

100

Settlement
type

FUL

No.

Description

Distribution rule
number

6. Choose Goto Settlement Parameters.


7. On the Maintain Settlement Rule: Parameters screen, display the following entries defaulted
from configuration:
Field name

Description

User action and values

Comment

Settlement
profile

YB00R1

R&D Internal Order


Settlement

Allocation
structure

YR

R&D Orders

8. Choose Save.
9. If the order has not already been released, select the Release option.

Result
The internal order is settled to the assigned cost center.

3.4 Maintain Settlement Rules for Investment Orders


(AuC)
3.4.1

Create Preliminary Settlement Rule for Capital Internal


Order

Use
This activity maintains a preliminary settlement rule for an investment order (created in step 4.1).
Preliminary settlement rule allocates revenues to alternate CO object. Settlement rule for costs is created
automatically with assignment to AUC asset assigned in order. The costs captured in the order are posted to
the AUC asset to show the costs on the balance

Prerequisites
Capital Order created in step 3.2.2 and alternate order (Y010 order type) for settlement is created
and released for cost input.

SAP AG

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SAP Best Practices

Create Internal Order (155.12): MDP

Procedure
1.

Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)


SAP system menu

Accounting Controlling Internal Orders Master Data


Special Functions Change Order

Transaction code

KO02

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role (name)

SAP_BPR_ASSET-S (Assets Accountant)

Business role menu

Asset Accounting Internal Order Order Manager

2. Choose the Settlements Rule tab and enter the following data:
Account
Assignment
Category

Settlement
Receiver

Settlement
%

Settlement
Type

Source
Assignment

Distribution
Rule

ORD

Select or
create one
(Y010) order
type

100

Preliminary

REV
(Revenue)

3. Save settlement rule update.

Result
Preliminary settlement rule maintenance ensures all revenue elements settle to alternate cost object
with no impact to cost accumulation of Asset under Construction (AUC). The monthly costs from the
investment order are posted to the AUC asset, and included in the balances for AUC general ledger

3.5 Complete Order and Update Final Settlement Rule


Use
This step is only relevant for order type YK60

Prerequisites
Final asset created in step 4.10. All costs for asset build are confirmed (steps 4.5-7) in capital order
See Scenario 381.

Procedure

For this activity, run the Create Asset (155.02) scenario document, with master data
provided. That is, linear asset class 9100 for company code #1000.

SAP AG

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Create Internal Order (155.12): MDP

Master Data
Final Asset is created in line with accounting policy.

Example
Asset Class

Description

Cost Center

Useful Life

9100

Water Mains

901032

90 years

Procedure
1.

Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)


SAP system
menu

Accounting Controlling Internal Orders Master Data Order


Manager

Transaction code

KO04

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role (name)

SAP_BPR_ASSET-S (Assets Accountant)

Business role menu

Asset Accounting Internal Orders Order Manager

2. If the Set Controlling area dialog box displays, enter Controlling Area 1000.
3. In the Order Manager, select order from Personal worklist, use
shown in list, and choose
(Change) then choose Enter.

(Find by Order) if not

If the Option 2 steps 4.1.2 -4.1.3 are different (4.1.3 is covered via the POWL, then 4.1.2
must be done)
4. Choose the Control Data tab; choose

and then choose Settlement Rule.

5. On the Maintain Settlement Rule: Overview screen, enter the following values:
Field name

Description

User action and values

Comment

Account
Assignment
category

FXA

Create Asset
(155.02) scenario

Line 1:
Cat

Settlement
Receiver

<No. of asset >

<Portion of AuC APC that


can be capitalized>

Settlement
type

FUL

No.

SAP AG

Distribution rule

for example, 100

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SAP Best Practices

Field name

Create Internal Order (155.12): MDP

Description

User action and values

Comment

number
6. Choose Save

Result
Internal order for AUC asset is technically complete so the system performs full settlement during
next order settlement run. The full settlement transfers the costs from the AUC asset to the
completed asset.

3.5.1

Maintain Settlement Rules for Internal Overhead Orders

Use
This step is only relevant for order type Y020.
The internal overhead order is settled to the responsible cost center.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP system menu

Accounting Controlling Internal Orders Master Data


Special Functions Order Change

Transaction code

KO02

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role (name)

Enterprise Controller (SAP_BPR_CONTROLLER-K)

Business role menu

Overhead cost controlling internal orders Order Manager


Change

2. On the Change Order: Initial screen, select your order with order type Y020.
3. Choose Continue (Enter).
4. Choose Settlement Rule.
5. On the Maintain Settlement Rule: Overview screen, make the following entries:
Field name

Description

User action and values

Account Assignment
category

CTR

Comment

Line 1:
Cat
Settlement

SAP AG

Any cost center

For Example,

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SAP Best Practices

Field name

Create Internal Order (155.12): MDP

Description

User action and values

Receiver

401020(IT
administration)

100

Settlement
type

PER

No.

Comment

Distribution rule
number

Account Assignment
category

CTR

Line 2:
Cat
Settlement
Receiver

Any cost center

100

Settlement
type

FUL

No.

Distribution rule
number

For Example, 401020


(IT administration)

6. Choose Goto Settlement Parameters.


7. On the Maintain Settlement Rule: Parameters screen, display the following entries defaulted
from configuration:
Field name

Description

User action and values

Comment

Settlement
profile

YB0020

Overhead costs

Allocation
structure

Y1

CO allocation
structure

8. If the order has not already been released, select the Release option.
9. Choose Save.

Result
The internal order is settled to the assigned cost center.

SAP AG

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Create Internal Order (155.12): MDP

4 Appendix
4.1 Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to
reverse some of the activities described in this document,

Create Internal Order


Transaction code ( SAP GUI)

KO0

Reversal:

Set deletion flag

Transaction code ( SAP GUI)

KO04 (order manager)

Business role

Enterprise Controller (SAP_BPR_CONTROLLER-K)


Assets Accountant (SAP_BPR_ASSET-S)

Business role menu

Accounting Controlling Internal Orders Master Data


Special Functions Order Change
Asset Accounting Internal Orders Change Internal Order

Comment

SAP AG

Deletion flag is set. No further postings can be made.

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