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r & Vendor Direct Assignment Indirect Assignment o Periodic Integration o Account Determination Condition technique FI and CO Financials and Controlling o Minimum Configuration o SBU Balance Sheet o Profit / Revenue Reporting o Statistical vs Real o Period a/c vs COS o Did you know? o CO-PA Derivations Realignments Printing TR - Treasury o Cheque Deposit o Cash Forecast Logistics o Transporting addresses o Creating Plants General Tips o Global & User o Operating Tips o Transactions o SAP Connection Contact Details SAP Books reviewed o Troubleshootig Links SAP Links
present a few guidelines or hints for the new configurer; focus on the more important, less obvious or less well explained areas of FI/CO (If you would like to see other aspects covered in more detail, please add them to the wishlist in this website); and to draw attention to some possibilities that may not be immediately obvious.
FI/CO Minimum Configuration to get a new company code going Implementing Balance Sheets by SBU (Strategic Business Unit) or Division (ie: any level other than legal entity) Profit & Loss Reporting Statistical versus real assignments in CO, or Reconciliation between CO and FI 'Did you knows' - pointing out some possibilities you may not have been aware of.
Minimum Configuration
Following are some guidelines (in increasing levels of functionality) to the FI minimum configuration or master data setup for a new company code. Follow the logical path in the IMG. 1. Minimum configuration to post a journal in FI 2. Minimum configuration to see expenses by cost centre / post through to the CO Module 3. Minimum configuration to post to subledgers (AR, AP) 4. Minimum configuration to post from logistics modules to FI/CO (similar concept for other modules)
Not very visible, but the maintainers of the chart may want to decide this name Length of the GL A/c number SAP allows 10 digits, however 5-7 appears to be the and the account number range normal range. Typically the number of accounts should be guidelines, possibly also the in the low hundreds. Decide on the ranges of numbers for numbers of some key accounts each type of account as much as you can so that the team required for automatic postings can start getting used to them. EG: standard SAP usually (see below) has 4xxxxx as expense accounts, 11xxxx as Bank Related accounts etc.
Configuration steps:
Step Comment Define the company code IMG Define the name for a chart of IMG accounts Maintain the global parameters IMG - Use standard SAP variants for the parameters to start with & update later Define the default amount IMG - Define for a blank group - so any new test user can tolerances post during prototyping Define document number IMG - Copy from the standard ranges
ranges Create some of the minimum accounts needed to start off with.
GL Master data: A/R and A/P control a/cs, a petty cash or suspense a/c to hold sundry offset postings while debugging, a revenue account, some expense accounts. This list will expand as you go - see the section on account determination. Suggest you create with reference from the standard chart and company code and use those specifications (account groups, fields status groups etc) for now, so that these accounts will be reasonably appropriately setup.
Now you should at least be able to post a GL journal. To test I suggest you use balance sheet accounts only, since you will not have setup the cost elements for the expense accounts. All projects would at least be using the Cost centre and Cost Element functionality of CO as a minimum. So - on to the next step.
2. Minimum configuration to see expenses by cost centre / post through to the CO Module
Configuration steps:
Step Define the controlling area Comment IMG, not very visible to users, if you are only going to have one, you could default it later IMG
Assign the company code to the controlling area Create the beginnings of the CO - Cost Centre Master data standard cost centre hierarchy Create a representative set of CO - Cost Centre Master data cost centres, assigning them to the appropriate node in the
cost centre hierarchy Create all the expense accounts Either in the IMG - for all GL accounts in a specific range, as primary cost elements or individually in the CO - Cost Centre Master data Now you should be able to post a GL document (journal) to an expense account and code it to the cost centre. The posting should then be viewable via Cost Centre reporting and GL Account line Item Display.
Configuration steps:
Step Create the AP and AR Control accounts in the GL Create a couple of customer and vendor accounts Comment see account creation comments above If using SD and MM too, inform the SD and MM analysts so that they can complete the account creation on the SD/MM side for the customer and vendor respectively.
Now you should be able to post a FI-AR customer invoice and an FI-AP vendor invoice.
4. Minimum configuration to post from logistics modules to FI/CO (similar concept for other modules)
So far it was relatively easy going, now it starts getting a little more difficult. Following are the very broad steps - for more detail see the sections on Organisation structure and Integration.
Configuration steps:
Step Assign the SD and MM Comment IMG; to get prototyping going you need at least 1 set of
organisation elements to the working relationships that the whole team can work with FI/CO elements (EG: 1 Sales Area, 1 Purchasing Organisation, 1 Plant etc) Maintain the basic automatic IMG; For example : Revenue Account Determination for account determination for each SD. As the modules test or prototype expanded module functionality, the SAP will look for the accounts to which it should post. You could maintain on an as needed basis. The SAP documentation and configuration does not always explain clearly which piece of account determination is used for which type of functionality, so it is sometimes difficult to be pro-active. being reactive has the benefit that hopefully each side (eg: MM and FI) can develop an understanding of what the business transaction is and therefore where it should be posting. Otherwise the MM person may not even be aware that he has generated a certain type of posting ! (You'd be amazed at some of the lack of ownership from a logistics consultant for the financial postings that they generate). Now the other modules will be able to process a thin 'path' using agreed organisation elements and base functionality, all the way through to FI. Congratulations - you now have enough absolutely mandatory FI configured for the start of prototyping !
simpler. The options in SAP are to implement the SBU's as : 1. SAP Business Areas 2. SAP Company Codes, if they do not run across legal entities 3. SAP Profit Centres These options are discussed below. Note that requirements or impacts in other modules must also be considered and may influence this decision. Organisation Structure and Integration must be properly understood.
SAP company code will always be in balance, all the time, document by document. The SAP Business Area will not. IE: it is possible to post a DR to one Business Area and a CR to another, or to leave one line item with a blank business area. Business Area is not a mandatory field. It is dangerous to attempt to force this. It is not always possible for the system to determine the appropriate business area, it will then post a blank business area (unless you have 'forced' a substitution, which often just has the effect of replacing 'blank' with some other default). SAP 'rectifies' this out of balance situation by providing period end programs which 'clean up' and post adjusting journals or inter-business area journals depending on the situation. See the documentation on these period end programs in the GL module. Reporting by Business Area is available during the month (albeit out of balance) and visible within GL accounts. Compare with Profit Centre implementation below.
sure that the majority and the key business transactions will be within one SBU. In order not to compromise legal entity reporting, you should only take this option if the SBU's are subsets of a single legal entity. You can then use the standard multi- company summarisation reporting, or the consolidation functionality to provide your legal entity reporting.
flow revenues and expenses automatically through to Profit Centres. (Expenses via cost centres, and revenues through a fairly complex 'assignment to profit centre' configuration logic) transfer at period end balance sheet info such as payable, receivable, fixed assets, material stocks and work in process allow specification of additional Balance Sheet accounts to be transferred. You must then ensure that a profit centre has been nominated on all the line items, or else a default profit centre will be used. The issues with some accounts here will be the same as with attempting to force or identify a business area. See above.
Standard reporting is available to do ROI reporting, however this will of course only be available after the period end programs have been.
Profit Reporting
This section addresses the requirement to provide profit reporting. The main decision which typically has to be made is which module to use.
If your company is using the SD module, then the question is often between the CO-PA Profitability module and EC-PCA the Profit Centre module. If your company is a financial or government organisation and/or you are not using SD, then you are probably considering the EC-PCA Profit centre module. You should consider the CO-CCA vs EC-PCA discussion to determine whether perhaps you could get away with just using the CO-CCA Cost Centre module. Limited Profit Reporting by Legal Entity and Business Area is available via the standard FI Financial Statement Reporting. You should also review the Period based vs Cost of Sales Based Accounting section.
is limited to reporting by the profit centre hierarchies that you can setup.
Profitability Analysis is aimed at external market segment reporting for example by customer and customer groupings (industries ?), geographical areas. can slice & dice your information by a variety of dynamic hierarchies (a 'rubic's' cube is often used to symbolise this idea. has 2 'styles' o Account based which will reconcile to the GL
o
Costing Based which Allows approximations, estimations or standards to be posted, which may make reconciliation difficult to explainm to the user
Create your revenue accounts as primary cost elements (same as your expense accounts). Basically ignore the revenue element option. Create appropriate cost element groups to report appropriate subtotals etc.
Standard Cost centre reporting will then provide profit/loss reporting by cost centre and cost centre group.
'real' : CO-PA profitability segment, sales order, customer project or a revenue bearing order. An assignment to a statistical The system will continue to demand a cost accounting internal order will be assignment until a non-statistical assignment is made. For 'statistical' - sounds obvious example a cost centre as well as the statistical order. doesn't it! Revenue elements assigned 'Revenue' when defined to the system by setting up a to cost centres will always be revenue element is always statistical in a cost centre. If statistical however you have setup your revenue accounts as primary cost elements then the assignment will be 'real'. Specifying multiple 'real' If you assign to more than one 'real' account assignment cost accounting assignments objects (usually only allowed where one is a cost centre), then one of them will be made statistical - the cost centre The CO cost and revenue element module is where you find the reconciliation ledger. There are some standard reports that will list by 'object type' (cost centre, order etc) the CO postings (real assignments) against the FI postings for a cost element. Any differences should be due to the use of CO reposts, or distributions, or late setup of cost elements once postings have been made to a GL expense account.
to the next period. (Accruals and Deferrals are posted temporarily, usually to special accounts, and reversed prior to the next period end.) These accruals and deferrals are usually done at a fairly high level of summarisation (eg: at company or business area). The FI Ledgers and financial statements etc are always period based.
a reasonably accurate gross profit could be reported in real time at a transaction level and of course therefore at all the characteristic levels in CO-PA. the impact of any abnormal variances in production can quite clearly be seen and analysed separately from the normal profitability of a product.
Table comparison
GL (Period Based) During the Month At Month End CO-PA (Cost of Sales) At Month During the Month End Variances can be Production Estimate posted as / unit or Stock they occur valuation / unit preferably to applied to the a separate number of units sold line for analysis Actuals can be allocated Freight etc estimate in for or charge applied to comparison each sales invoice or different line item m/end reporting
goods issued from stock to plus any stock valuation Manufactured Cost "cost of goods sold" at adjustments stock valuation
Delivery Costs
actual freight invoices etc plus any accruals or posted to the period deferrals whenever they come in
Gross Profit
Overhead Costs
Net Profit
Actuals can be allocated Overhead Cost in to a Estimate used. actual invoices received & plus any accruals or separate line Actuals recorded in posted deferrals item for CO, not available comparison yet in CO-PA to Estimated Cost used May have an additional Accurate Financial useful for report for definitely not useful yet Statement for company or profitability analysis m/end that business area during the month shows actuals / variances
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FI
duplicate check by address. The address has to be exactly the same. See "Define Text ID's..." under AR/AP master record creation in the IMG. Here you can define classifications or types of comments that will be allowed for the various sections of the master records.
FI
FI
FI
FI
To edit / view the texts from the master record (both in general or company code (accounting) section, follow menu "Extras/texts". First line of each will be displayed. Double click to get into wordprocessing mode to enter more text. Standard line item texts Define under IMG / FI Global settings / Document / or formats for the line Line Item / Define Text for line items (transaction item text field can be OB56). The 4 digit abbreviation (abbr) can then be used defined when entering a journal line item either by typing "=abbr" or clicking on the dropdown arrow in the text field. Long text for FI Useful for detailed explanations of reasons for documents can also be documents or adjustment postings etc. Define under used IMG / FI Global settings / Document / Document Header / Define Text ID's for documents. See also for master records above. Remove document entry Your document entry screens can be simplified for you fields for functionality personally, by eliminating fields used for functionality that you do not need you do not use (special GL, inter company, foreign currency etc). 'Automatic' Worklists If your users would like to use worklists but maintenance when new customers or vendors are added, is a pain or forgotten, you could setup automatic worklists. These are updated automatically when a new master record with the appropriate criteria is added. Unfortunately this only works on the 'group key' or 'alternate payer' fields, but could nonetheless be useful. Follow menu: GL/Environment/Current Settings. Instead of clicking on 'create' follow menu: edit/auto worklist. Specify the prefix,offset & length of the part of the field you want to use to include a record in the worklist. EG: XYZ, 0,3 will include all customers with XYZ in the first 3 digits of the group field. Note that you will not see the worklist listed until you have some master records with the appropriate data. Even if you are not 'officially' implementing Treasury,
FI
Treasury functionality
you might expect in the you may want to consider implementing some of the FI module basic functions :
Cheque deposit (records cheques received, prints deposit slips and makes appropriate postings to the Gl and AR accounts) Cheques cashed (manual entry or automatic entry upload) - updates the payment documents with cashed information and makes appropriate GL postings for cash flow forecasting Bank Statement Load - reconciles bank with incomings and outgoings
CO
CO
Cash Position and Forecast. This is actually really easy to implement (surprise your client or at least the treasurer - deliver more than expected!). The design and configuration is best done when you first setup your customer, vendor and GL accounts anyway so that the appropriate settings are made - no rework. Cost Centre Currencies When one sets the controlling area currency to the can be individually company code currency in CO maintenance, the specified currency field in the cost centre master can be entered (normally defaults from company code), and so you could run cost centres on their own currencies. Standard Cost element Specify the cost element groups that the standard reports groups for standard should use via transaction "ORKS - Determine Valid reports Cost Element Groups".
CO-PA Derivations
(see SAP help too) Used to populate fields that cannot be populated from the preferred means of via master data characterisations or original data entry. Can also be used to convert/summarise historical data into new groupings.
Watch sequence of derivations Check if the characteristic has a value already before gaily updating Derivations must be re generated (extras > regenerate)
Then you specify the type of derivation that should take place. A silly example here aimed at when manual journals are posted to CO-PA. Copy the customer to the payer field, if the payer field is blank.
CO-PA Realignments
These sometimes need to be done when derivations are updated after postings have been made.
Transaction: KEND
Decide how you wish to select and update the data:
Straightforward select and update with a fixed value? Select and update by getting the system to re-derive? Ensure derivations have been setup already. Note these will also apply to any new data posted, so you need to be clear whether the realignment is a one-off or whether the derivation needs to stay in place and you are just re-aligning the old data.
Create a run can be run once only. Create a number of requests under each. For each request you need to
Select the data you wish to update (by selecting by characteristics). For example If I want to update all records that have industry = COM and then set those records GROUP field to COMMERCIAL then I will do the following: o Select the industry row, click on the down arrow to have it appear in the box below. It will probably start with a value of # (which means select all data where that field has not been populated). o Change the value to COM
Specify the data to be updated. o First say which fields are to be updated. A default set is proposed. Remove the ones that you do not wan to update by selecting them and
then clicking the right arrow to move them back to the Do not Change box.
In this example, we are going to use a derivation that has been setup, so we need say no more for this request.
CO-PA printing
To achieve a subtotal/total report, ensure that you are at the top level (no drilldown), and select print > mass print drilldown list. You can also do an export to excel. See below for more detail on this.
Columns displayed should print what you see on the screen (excluding any columns you may have hidden)
All columns should print all columns even those you have hidden Mass print drilldown should give you subtotals and totals as per the mass print settings see below how to tailor these. Mass print detail will produce a LOT of pages there are only certain circumstance where you may want to use these. More later.
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