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CO Controls

Super User Training

Welcome and Ground Rules


Have fun and enjoy the opportunities we
have to contribute to SBBCs future success!
Please turn off or silence cell phones and
pagers
Please do not read or send email messages
during class time
Respect those speaking and asking
questions by keeping side discussions to a
minimum
Please do not interrupt the person speaking
We will start, break, and end on time
All unanswered questions will be placed in
the Parking Lot and answers will be
distributed later
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Logistics

Before we get started ...

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Classroom Materials

Exercises
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(Let Me)

Concepts
(Tell Me)

Demonstration
(Show Me)
s
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Course Objectives
At the end of this course, you should be able to:
Create CO Master Data
Enter a Manual Allocation
Enter Direct Activity Allocation
Display and drill down on CO documents
Display Activity Type Report
Observe assessment cycles design and execution
Observe distribution cycles design and execution
Change Standard Hierarchy
Lock CO Periods

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SAP Basic Navigation and Fundamentals:


Getting Into SAP

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BRITE
What is BRITE?
Broward Innovative Tool for Education, will
streamline Browards business systems
It provides staff with access and real-time data in the
latest version of the SAP software.
BRITE brings one business system to Broward Schools.
BRITE is a project of the Enterprise Resource Planning
Department, ERP.

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SAP BRITE Website


For end users, SAP will now be accessed through the web.
On Windows-based computers, you will access SAP in Internet
Explorer.
There will be a button to access SAP on the ERP Department web
page:
www.broward.k12.fl.us/erp

Click this
button to
Access the
BRITE Portal

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Logging Into the BRITE Portal

User Login ID
Entry format = P00012345

Password (first time users


only)

8 digits starting with the letter p

Entry format= JA021956

Personnel Number 12345

MM = first 2 letters of birth


month (JA)

If personnel number is less than


8 characters, then add leading
zero(s)
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DD = 2-digit birth day (02)


YYYY = 4-digit year of birth
(1956)
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Initial Password Selection

You will click


here to change
your password

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Portal Assistance
If you have trouble logging into the Portal, select Get
Support.

Select Get Support to


Request a New Password

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BRITE Portal Screen


Single sign on access to systems you need to do your work,
including SAP (that means one password!)
Tabs in the Portal screen will be customized based on the users role
All users will have access to the Home and Employee Self Service
(ESS) tabs

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SAP Access via the BRITE Portal

You will select


this tab

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Icons to remember

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Business Areas

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Business Area & Hierarchy

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Business Areas - Schools

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Controlling Area

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OKKS Set Controlling Area

Use this procedure to establish the Controlling Area for the CO


module used the School Board of Broward County.
Perform this procedure when the Controlling Area has not been set.
The School Board of Broward County will be using one Controlling
Area, SBBC.
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CO Master Data

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Cost Center Structure

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KS01 Create Cost Center

Use this procedure to create new cost centers. Cost Centers are the
main component of the CO master data. They represent the lowest
organizational level at the School Board of Broward County where cost
responsibility will reside.
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KS01 Create Cost Center

Only Food Service Cost Centers must have the Plant and Storage Locations
filled in:
Plant 5000
Storage Location = MSID
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Demonstration
Scenario:
Transaction Code:
New Department:
Division:
Name:

Create Cost Center


KS01
9876
Chief Financial Officer
Training Cost Center #

Exercise:
Workstation 1: CC 9875
Workstation 2: CC 9874
Workstation 3: CC 9873
Workstation 4: CC 9872
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KS02 Change Cost Center


Name:
Exercise:

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Training Cost Center #.2


Training Cost Center #.2

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KS04 Delete Cost Center

Perform this procedure when there is a need to delete a cost center.


Cost Centers should only be deleted if a Create Transaction (KS01)
was entered in error and should not remain in the Cost Center
Hierarchy. No postings should have been entered against the Cost
Center.

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KSH1 Create Cost Center Group

Use this procedure to build cost center hierarchy groups, which summarize the
decision-making, responsibility, and control areas according to the particular
requirements of the organization. The individual cost centers are attached to
the lowest hierarchical node level.

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Demonstration
Scenario:
Create Cost Center Group
Transaction Code: KSH1
New Group:
Elementary Group #
Exercise: (3 elementary schools)
Workstation 1:
Workstation 2:
Workstation 3:
Workstation 4:

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Internal Order Structure

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KO01 Create Internal Order

Use this procedure to create new Internal Orders. Internal Orders are
cost collectors similar to Cost Centers; however, unlike Cost Centers,
Internal Orders are temporary in nature.
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Demonstration
Scenario:
Transaction Code:
Internal Order #:
IO Name:
Responsible CC:

Create Internal Order


KO01
OB09708005
Training Internal Order #
Financial Reporting

Exercise:
Workstation 1: 001
Workstation 2: 002
Workstation 3: 003
Workstation 4: 004
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Secondary Cost Element Structure

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KA06 Create Secondary Cost Element

Use this procedure to create a new secondary cost element for use in
the monthly chargeback process or for processing other type of
charges such as the ones generated by Service Providers.
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Demonstration
Scenario:
Transaction Code:
Cost Element #:
Cost Element:
Category:

Create Secondary Cost Element


KA06
99105105
Training CE 105
Assessment

Exercise:
Workstation 1: 99105101
Workstation 2: 99105102
Workstation 3: 99105103
Workstation 4: 99105104
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Activity Types Structure

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KL01 Create Activity Type

The activity type classifies specific activities provided by a sending cost


center ( Service Provider Cost center like BECON ) for purposes of
cost allocation.
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Demonstration
Scenario:
Transaction Code:
Activity Type:
Name:
Act Unit:
CCtr Cat:
ATyp Cat:
Cost Element:
Price Ind.:

Create Activity Type


KL01
BZ0005
Binding 5
Each
W
1
(created in earlier exercise)
3

Exercise:
Workstation 1: BZ0001
Workstation 2: BZ0002
Workstation 3: BZ0003
Workstation 4: BZ0004
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Statistical Key Figure Structure

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KK01 Create Statistical Key Figure (SKF)

Use this procedure to create a statistical key figure (SKF), for example,
the square footage for SBBCs buildings. This statistical key figure
could be used later as a basis of cost allocations (assessment cycles
in SAP).
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Demonstration
Scenario:
Transaction Code:
SKF:
Name:
UOM:
Category:

Create SKF
KK01
T105
Cell Phone #
each
Fixed

Exercise:
Workstation 1:
Workstation 2:
Workstation 3:
Workstation 4:
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T101
T102
T103
T104
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CO Transactional Data

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KB31N Enter Statistical Key Figure (SKF)

Use this procedure to enter (i.e. post) quantities for various statistical
key figures. Statistical key figure (SKF) is used as a basis for internal
allocations, such as settlements and assessments.
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Demonstration
Scenario:
Transaction Code:
SKF:
Quantity:
Rec Cost Center:
Fund:
Functional Area:

Enter SKF
KB31N
T105
3
1320097250
4110
7601000000000000

Exercise:
Workstation 1:
Workstation 2:
Workstation 3:
Workstation 4:

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T101
T102
T103
T104

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KP26 Chg Plan Data for Activity Types

Use this procedure to


input a new or change an
existing activity price. As
the activity price needs to
be maintained as a
combination of Cost
center and Activity Type.

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KP26 Chg Plan Data for Activity Types

Entering the price manually through KP26

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Demonstration
Scenario:
Transaction Code:
Version:
Periods:
Fiscal year:
Cost Center:
Activity Type:

Change Plan Data


KP26
0
1 to 12
2008
BECON
BZ0005 (AT created earlier)

Exercise:
Workstation 1: BZ0001
Workstation 2: BZ0002
Workstation 3: BZ0003
Workstation 4: BZ0004

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Allocations

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KB15N Enter Manual Allocations

Perform this procedure for either (a) Inter-Departmental Billing (one


Sender to one Receiver) or (b) when an error has been made during
the posting of an Assessment Cycle.
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Demonstration
Scenario:
Transaction Code: KB15N
Cost Element:
Amount:
Sending CC:
Fund:
Func Area:
Rec Cost Center:
Fund:
Functional Area:

Enter Manual Allocation


Printing Service
$35.00 (Business Cards #5)
Printing Svcs.
7910
7760000000000000
Elementary School (write it down)
1000
Doc #______________
7301000000000000

Exercise:
Workstation 1: Elm CCtr________________ Doc #____________________
Workstation 2: Elm CCtr________________ Doc #____________________
Workstation 3: Elm CCtr________________ Doc #____________________
Workstation 4: Elm CCtr________________ Doc #____________________

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KB17N Reverse Manual Allocations

Use this procedure to reverse a manual cost allocation (posted using


transaction KB15N), for example, if that posting was done in error.
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Demonstration
Scenario:
Reverse a Manual Allocation
Transaction Code: KB17N
Document:
From Previous Exercise

Exercise:
N/A - Only for observation

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KB21N Enter Direct Activity Allocations

Perform this transaction to post costs to Receivers (other Cost Centers


or WBS elements) broken down by activity types and their implied
standard cost/rate.
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Demonstration
Scenario:
Transaction Code: KB21N
Quantity:
Sending CC:
Activity Type:
Fund:
Func Area:
Rec Cost Center:
Fund:
Functional Area:

Enter Direct Activity Allocation


10
BECON
BZ0005
1020
6200000000000000
Elementary School (write it down)
1000
Doc #______________
6301000000000000

Exercise:
Workstation 1: BZ0001 - CCtr________________ Doc #____________________
Workstation 2: BZ0002 - CCtr________________ Doc #____________________
Workstation 3: BZ0003 - CCtr________________ Doc #____________________
Workstation 4: BZ0004 - CCtr________________ Doc #____________________

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KB24N Reverse Direct Activity Allocations

Perform this procedure when you have erroneously posted an activity allocation
using transaction code KB21N. This transaction will allow you to reverse that
posting.

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Demonstration
Scenario:
Reverse Direct Activity Allocation
Transaction Code: KB21N
Document:
From Previous Exercise

Exercise:
N/A Only for observation

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CO Reports

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KSB5 Display Actual Cost Documents

Use this transaction to display an actual posting document in the CO


module.
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Demonstration
Scenario:
Transaction Code:
Document Number:

Display CO Documents
KSB5
1 to 9999999999

Exercise:
Workstation 1: Enter your document number
Workstation 2: Enter your document number
Workstation 3: Enter your document number
Workstation 4: Enter your document number

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KSBT AT Price Report

Generate this report to obtain a report on activity prices or standard


costs pertaining to selected Cost Center(s) and rate activity types.
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KSBT AT Price Report

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Demonstration
Scenario:
Transaction Code:
Activity Types:
Version:
Fiscal Year:
Periods:

Activity Type Price Report


KSBT
BA0001 to BZ9999
0
2008
1 to 12

Exercise:
Execute the Activity Type Price Report

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Assessment Cycles

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KSU1 Create Actual Assessment

Use this Assessment transaction, to create a cycle to be executed


typically at the end of a month (and at year-end), for the allocation of
costs incurred by one or more cost center/s to many other cost centers.
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KSU5 Execute Actual Assessment

Perform this transaction and related steps when there is an assessment to be


carried out from one or more Sender Cost Center/s to many Receiver cost
centers based on an allocation base (maybe by Activities, Costs, or Statistical
key figures ).

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Demonstration
Scenario:
Transaction Code:
Cycle:

Review an Assessment Cycle


KSU2 or KSU3
P08001

Review aspects of an assessment, such as segments,


senders, and receivers.
Exercise:
N/A Only for observation

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Distribution Cycles

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KSV1 Create Actual Distribution

Use this Distribution transaction, to create a cycle to be executed


typically at the end of a month (and at year-end), for the distribution of
costs incurred by one or more cost center/s to many other cost centers.
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KSV5 Execute Actual Distribution

Perform this procedure when there are charges that need to be


distributed from one or more Sender Cost Center (or Grant) to many
other Receiver Cost Centers (or Grants).
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Demonstration
Scenario:
Transaction Code:
Cycle:

Review a Distribution Cycle


KSV2 or KSV3
P08002

Review aspects of an assessment, such as segments,


senders, and receivers.
Exercise:
N/A Only for observation

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Standard Hierarchy

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OKEON Change Standard Hierarchy


OKENN Display Standard Hierarchy

Use this procedure to make changes to the Standard Hierarchy and


master data contained within it. Each cost center needs to be assigned
to Standard Hierarchy. Therefore, if the changes are required, then you
can use this transaction.
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Demonstration
Scenario:
Transaction Code:

Display Standard Hierarchy


OKENN

Exercise:
Review aspects of a standard hierarchy for the following
cost centers:
1) 3471406010
2) 2200097080

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Cost Center Report

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S_ALR_87013611 Cost Centers: Actual/

Perform this procedure when you wish to view transactions on a single


Cost Center, Cost Center Group, or a range of Cost Centers.
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Demonstration
Scenario:
Transaction Code:
Fiscal Year:
Period:
Version:

Execute Cost Center Report


S_ALR_87013611
2008
5
0

Exercise:
Execute report for the following cost centers:
1) 1320097250
2) 2210097040
3) The cost centers you charged against in earlier
exercises
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Closing CO Periods

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OKP1 Change Period Lock

Use this procedure to open or close the month on the Controlling


module/ledger. This will allow or block postings to the CO ledger,
including through posting from FI module.
Before closing a period, the user should make sure that all postings to
the CO ledgers (including those originating from revenue & expense
accounts into FI ledger) for the current month are completed.
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OKP1 Change Period Lock

It is necessary to follow the month-end closing schedule, which would


outline the sequence of the steps.

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Demonstration
Scenario:
Transaction Code:
Controlling Area:
Fiscal Year:
Version:

Close Period 5
OKP1
SBBC
2008
0

Exercise:
N/A Only for observation
Note - OKP2 Display Period Lock

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Wrap-Up/Q&A

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