Global Functions For Master Data

Master Data Groups

Exercise 6: Global Functions For Master Data

Exercise Objectives

After completing this exercise, you will be able to:

• Create master data groups.

• Change cost center managers for a certain period of time.

• Use collective processing

Business Example

In order that you do not have to specify each receiver every time you define periodic allocations, you can create cost center groups that contain the receivers of the relevant allocation. However, before you create a cost center group, make sure that the receivers are not already assigned as a group (that is, a hierarchy node) in the standard hierarchy.

One of the cost center managers is going on maternity leave for one year. One of her colleagues will be taking on responsibility for the cost center during her absence.

You should check and make any necessary additions to the master data of the cost center. To speed up the process, you should use the collective processing functions that are available.

Task 1:

Carry out the following task:

1. The following table gives you an overview of the allocation relationships at the end of the period.

Cost Center Allocated to

101## (Telephone) 201##, 202##, 203##, 301##, 302##

201## (Organization) 202## (IT service) 203## (Motor Pool)

202##, 201##,

301##, 302##

Have a look in the standard hierarchy to see whether you can use any of the existing groups (or nodes) or whether you have to create alternative cost center groups.

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For which cost centers do you have to create alternative cost center groups so that you can allocate costs to them?

Hint: You can also use cost center intervals instead of groups.

However, this not possible during the course due to the current numbering of the cost centers.

76 Task 2:

Carry out the following task:

1. Telephone costs are to be reposted periodically to various receivers. You should create an alternative cost center group for the receivers of the costs.

Create cost center group PR-TELE## (Periodic Reposting Telephone Costs

##). Assign group B20## and group B30## to this cost center group.

Task 3:

Create cost center groups for assessments.

1. Create the cost center group A-IT## (Assessment IT Services ##). Assign cost centers 201## (Organization ##), 301## (FI/CO Consulting), and 302##

(LO Consulting) to this group.

2. Create the cost center group A-ORGA## (Assessment Organization ##) using group A-IT## as a reference. Delete cost center 201## and add cost center 202## (IT Services) so that the group comprises cost center 202##, 301##, and 302##.

Task 4: Optional

Change the time periods in the cost center master data.

1. Ms Rose will be gone from the beginning of the next period for exactly twelve months. Her position as cost center manager of cost center 203##

(Motor Pool) will be assumed by Mr Riccardo in the meantime. Change the master data for this period accordingly.

2. Call up cost center 203## (Motor Pool) again.

How many periods for analysis are displayed?

Why does the system display more than one period for analysis?

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Task 5: Optional

Lesson: Global Functions For Master Data

You would like to use the collective processing functions to check and add to your cost center data.

1. You would like to check that the cost centers of consulting department B##

have been released for actual and plan postings and, if necessary, make changes. Scroll down to the relevant list variant.

2. You would also like to enter communication data for the consulting cost centers. However, there are no fields available for this in the standard list variants. Define a one-line list variant COM## and enter “Telephone and Fax ##” as a description for it. The list variant should contain the following columns:

Selection / Cost Center / Telephone 1 / Fax Number

When you save the list variant, ensure that a change request with the description “USER AC405##” is created automatically. Save your entries.

Hint: Changes to Customizing settings can be saved in an order so that the changes can be transported to other SAP systems or clients.

3. Activate your list variant.

4. Use collective processing to process the consulting cost centers (group B30##) with your list variant COM##. Enter the following data:

Cost center 301## (Consultant FI/CO),

Cost center 302## (Consultant FI/CO),

Task 6: Optional

Telephone no.

You would like to change the cost center group PR_TELE## so that all new consulting cost centers (category 8 cost centers) are included in this group automatically, regardless of what node they are assigned to in the standard hierarchy.

1. Create the selection variant 8-## (“Consultant Cost Centers”). This selection variant should select all category 8 (consulting) cost centers. Enter your user name as an additional selection criteria in the “Created by” field.

2. Remove from the cost center group PR-TELE## (Periodic Reposting Telephone ##) the node B30## and assign it instead to the selection variant 8-##.

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Unit 2: Master Data TFIN20_1

Which cost centers are assigned to the group PR-TELE## as a result of this?

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3. Test your selection variant by creating a new consulting cost center 303##

Basis Consulting using cost center 301## FI/CO Consulting as a reference.

Only change the cost center short description. Save your entries.

4. Display cost center group PR-TELE## and call up the details of the selection variant. Which cost centers are now assigned to the group as a result based on this selection variant?

5. Delete cost center 303## for the whole period.

6. What could be the reason that not all groups are created with selection variants?

TFIN20_1 Lesson: Global Functions For Master Data

Solution 6: Global Functions For Master Data

Task 1:

Carry out the following task:

1. The following table gives you an overview of the allocation relationships at the end of the period.

Cost Center Allocated to

101## (Telephone) 201##, 202##, 203##, 301##, 302##

201## (Organization) 202## (IT service) 203## (Motor Pool)

202##, 201##,

301##, 302##

Have a look in the standard hierarchy to see whether you can use any of the existing groups (or nodes) or whether you have to create alternative cost center groups.

For which cost centers do you have to create alternative cost center groups so that you can allocate costs to them?

Hint: You can also use cost center intervals instead of groups.

However, this not possible during the course due to the current numbering of the cost centers.

a) Cost Center Accounting: Master Data → Standard Hierarchy → Display

b) Cost center 101## (telephone), 201## (organization) and 202## (IT service)

Cost Center Allocated to 101##

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Task 2:

Carry out the following task:

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1. Telephone costs are to be reposted periodically to various receivers. You should create an alternative cost center group for the receivers of the costs.

Create cost center group PR-TELE## (Periodic Reposting Telephone Costs

##). Assign group B20## and group B30## to this cost center group.

a) Cost Center Accounting: Master Data → Cost Center Group → Create b)

Field Name or Data Class Cost center group

Hierarchy icon.

Desc.

Values PR-TELE##

Periodic reposting Telephone ##

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Edit → Cost Center Group → Lower Level B20##

Edit → Cost Center Group → Same Level B30##

Save your data!

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Q2/2006

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Task 3:

Lesson: Global Functions For Master Data

Create cost center groups for assessments.

1. Create the cost center group A-IT## (Assessment IT Services ##). Assign cost centers 201## (Organization ##), 301## (FI/CO Consulting), and 302##

(LO Consulting) to this group.

a) Cost Center Accounting: Master Data → Cost Center Group → Create b)

Field Name or Data Class Cost center group

Hierarchy icon.

Desc.

Values ASSE-IT##

Assessment IT Services ##

Edit → Cost Center → Insert Cost Center

Cost Center Cost Center Cost Center

Save your data!

201##

301##

302##

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Field Name or Data Class Cost center group

Reference cost center group Desc.

Hierarchy icon.

Values A-ORGA##

A-IT##

Assessment organization ##

Position your cursor on cost center 201##.

Select icon → Remove icon

Place your cursor on the upper node A-ORGA##.

Edit → Cost Center → Insert Cost Center

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Field Name or Data Class Cost Center

Save your data!

Values 202##

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Q2/2006

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Task 4: Optional

Lesson: Global Functions For Master Data

Change the time periods in the cost center master data.

1. Ms Rose will be gone from the beginning of the next period for exactly twelve months. Her position as cost center manager of cost center 203##

(Motor Pool) will be assumed by Mr Riccardo in the meantime. Change the master data for this period accordingly.

a) Cost Center Accounting: Master Data → Cost Center → Collective Processing → Change

Field Name or Data Class Cost Center

Enter

Values 203##

→Edit → Analysis Period → Other Analysis Period

Valid from

Valid until

Select the Choose icon

Person responsible

Save your data!

01. Next period of the current fiscal year

12 months later

Riccardo

Q2/2006

2. Call up cost center 203## (Motor Pool) again.

How many periods for analysis are displayed?

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Why does the system display more than one period for analysis?

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a) Cost Center Accounting: Master Data → Cost Center → Individual Processing → Display

Field Name or Data Class Cost Center

Enter

Values 203##

The system displays 3 data records for selection. The "Person responsible" field is managed on a time-dependent basis, meaning that for a new analysis period, the system stores the master data as a separate data record.

Task 5: Optional

You would like to use the collective processing functions to check and add to your cost center data.

1. You would like to check that the cost centers of consulting department B##

have been released for actual and plan postings and, if necessary, make changes. Scroll down to the relevant list variant.

a) Cost Center Accounting: Master Data → Cost Center → Collective Processing → Change

Field Name or Data Class Cost center group

Valid from To

List variant

Cost Center List → Execute

Values B##

01.01. Current fiscal year 31.12.9999

SAP01

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Formaty → Next List Variant (SAP02 standard, two-line)

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Selection / Cost Center / Telephone 1 / Fax Number

When you save the list variant, ensure that a change request with the description “USER AC405##” is created automatically. Save your entries.

Hint: Changes to Customizing settings can be saved in an order so that the changes can be transported to other SAP systems or clients.

a) SAP Reference IMG: Controlling → Cost Center Accounting → Master Data → Cost Centers → Define List Variants for Group Processing → Variant → New Variant → Create

Field Name or Data Class Values

Variant COM##

Name Telephone and fax ##

Number of lines 1

Enter

Place your cursor in the column “Possible fields”on“selection”.

Edit → Choose

Confirm the output length.

Repeat this procedure for the fields "Cost center", "Telephone 1" and

"Fax number".

Save your data!

The system displays the “Enter change request” dialog box. Choose the Create request icon.

Field Name or Data Class Values

Short Description USER AC405-##

Save your data!

Enter

3. Activate your list variant.

a) Variant → Existing Variant → Activate

4. Use collective processing to process the consulting cost centers (group B30##) with your list variant COM##. Enter the following data:

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Unit 2: Master Data TFIN20_1

Cost center 301## (Consultant FI/CO),

Cost center 302## (Consultant FI/CO),

Telephone no.

a) Cost Center Accounting: Master Data → Cost Center → Collective Processing → Change

Field Name or Data Class Cost center group

Valid from To

List variant

Cost Center List → Execute Enter the following values.

Values B30##

01.01. Current fiscal year 31.12.9999

COM##

Cost Center 301##

302##

Save your data!

Telephone 1

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Task 6: Optional

Lesson: Global Functions For Master Data

a) SAP Reference IMG: Controlling → Cost Center Accounting → Master Data → Cost Centers → Define Selection Variants for Cost Centers b)

Field Name or Data Class Variant

Variants → Create

Cost center category Created by

Edit → Attribute

Meaning

Save your data!

Values 8-##

AC405-##

Consulting cost centers

2. Remove from the cost center group PR-TELE## (Periodic Reposting Telephone ##) the node B30## and assign it instead to the selection variant 8-##.

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Which cost centers are assigned to the group PR-TELE## as a result of this?

a) Cost Center Accounting: Master Data → Cost Center Group → Change

Field Name or Data Class Values

Cost center group PR-TELE##

Hierarchy icon.

Position your cursor on theB30## node.

Select icon

Edit → Selected Entry → Remove Icon Position your cursor on the B20## node.

Edit → Cost Center Group → Same Level

Search for possible entries using the F4 Help or click on the small triangle next to the empty field.

Carry over the settings and select “Top nodes only” and “With selection variants”.

Choose the selection variant (8-##) you created.

Cost center group 8-##

Save your data!

Extras → Expand Selection Variant

You use the selection variant to assign the cost center group to consulting cost centers 301## and 302##.

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3. Test your selection variant by creating a new consulting cost center 303##

Basis Consulting using cost center 301## FI/CO Consulting as a reference.

Only change the cost center short description. Save your entries.

a) Cost Center Accounting: Master Data → Cost Center → Individual Processing → Create

Field Name or Data Class Values

Cost Center 303##

Valid from 01.01. Current fiscal year

To 31.12.9999 Reference cost center 301##

Name Basis consulting

Save your data!

4. Display cost center group PR-TELE## and call up the details of the selection variant. Which cost centers are now assigned to the group as a result based on this selection variant?

a) Cost Center Accounting: Master Data → Cost Center Group → Display

Field Name or Data Class Values

Cost center group PR-TELE##

Hierarchy icon.

Place your cursor on the 8-## node.

Extras → Expand Selection Variant Cost centers 301##, 302##, and 303##

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5. Delete cost center 303## for the whole period.

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a) Cost Center Accounting: Master Data → Cost Center → Individual Processing → Delete

Field Name or Data Class Cost Center

Valid from To

Test Run

Execute icon

Values 303##

01.01. Current fiscal year 31.12.9999

Deselect

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Confirm possible warnings by choosing Enter.

6. What could be the reason that not all groups are created with selection variants?

Answer: If you use a group that was created with a selection variant, this slows system performance because a selection run always takes place.

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Lesson Summary

You should now be able to:

Lesson: Global Functions For Master Data

Q2/2006

• Update master data in collective processing

• Explain the time dependencies of master data

• Create master data groups and explain how they are created

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Unit Summary

Unit Summary

You should now be able to:

• Describe how to best structure the standard hierarchy

• Create cost centers

• Understand the meaning of the cost center category.

• Distinguish between G/L accounts and cost elements

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• Create cost elements in Management Accounting, and explain alternative methods for creating them

• Create activity types.

• Plan manual prices for the activity types on different cost centers

• Create statistical key figures

• Update master data in collective processing

• Explain the time dependencies of master data

• Create master data groups and explain how they are created

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Test Your Knowledge

Test Your Knowledge

1. The following settings are influenced by the cost center category:

Choose the correct answer(s).

□ A The default value for the control indicators

□ B The Cost Element

□ C The Company Code

2. Every cost center must be assigned to the standard hierarchy.

Determine whether this statement is true or false.

□ True

□ False

3. What must happen before you can create a primary cost element?

4. Activity Types

Choose the correct answer(s).

□ A The allocation cost element is a mandatory field in the master data of the activity type.

□ B The allocation cost element must be a secondary cost element of the type 43.

□ C A cost center can only perform activities for another cost center.

□ D The price must be planned per cost center and activity type

5. The is carried over from the period in which it is entered to all subsequent periods of the same fiscal year. You only need to enter a new posting if this fixed value changes.

Fill in the blanks to complete the sentence.

6. You can define master data fields for cost centers, cost elements, and activity types as time-based.

Determine whether this statement is true or false.

□ True

□ False

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7. The system performance is better for groups if they do not have selection variants.

Determine whether this statement is true or false.

□ True

□ False

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Answers

Test Your Knowledge

1. The following settings are influenced by the cost center category:

Answer: A

The cost center category defines the type of cost center. By assigning cost center categories to activity types, for example, you can allow particular activity types only for particular cost centers.

In Customizing, you can define lock indicators for each cost center category, or specify that the managing of quantities on cost centers is allowed.

2. Every cost center must be assigned to the standard hierarchy.

Answer: True

You must assign every cost center to a node in the standard hierarchy.

3. What must happen before you can create a primary cost element?

Answer: First of all, a general ledger of the same name must have been defined in the FI.

4. Activity Types

Answer: A, B, D

A secondary cost element, the allocation cost element is required for the activity allocation. This must be type 43.

Prices can be planned manually or determined by the system.

A cost center can only perform activities for different objects.

The price must be planned per cost center and activity type

5. The fixed value is carried over from the period in which it is entered to all subsequent periods of the same fiscal year. You only need to enter a new posting if this fixed value changes.

Answer: fixed value

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6. You can define master data fields for cost centers, cost elements, and activity types as time-based.

Answer: True

Certain fields can be changed in a time-based way.

7. The system performance is better for groups if they do not have selection variants.

Answer: True

As the system must start a selection run for a selection variant, performance is poorer.

Unit Overview

Unit 3

In document TFIN20_1 (Page 83-105)