.3.2.2.1 Maintaining Allocation Structures Use
An allocation structure defines how an order is settled.
The allocation structure differentiates the different possibilities of allocations.
Procedure
Carry out the following steps:
1.Access the activity using one of the following navigation options:
IMG Menu Controlling → Internal Orders → Actual Postings → Settlement
→ Maintain Allocation Structures Transaction Code SPRO
2.On the Change View “Allocation Structures”: Overview screen, choose New Entries.
3.On the New Entries: Overview of Added Entries screen, make the following entries:
Alloc.str. Text
Y1 CO allocation structure Y2 No Split - All cost elements
Y9 Rework Orders
YH PS Settlement
YL Service Order Settlement YM Allocation Structure IM
YP PP Valuated
YR R&D Orders
YS Sales Order Settlement
4.Save your entries.
Result
The allocation structures are added.
.3.2.2.1.1 Maintaining Allocation Structures — Assignments Use
Assignments are added to the allocation structures.
Prerequisites
Allocation structures are added in previous step.
Procedure
Carry out the following steps:
1. Access the activity using one of the following navigation options:
IMG Menu Controlling → Internal Orders → Actual Postings → Settlement
→ Maintain Allocation Structures Transaction Code SPRO
2. On the Change View “Allocation Structures”: Overview screen, select the allocation structure (right-hand side of the screen).
3. Choose Assignments with a double-click (left-hand side of the screen).
4. Choose New Entries.
5. On the New Entries: Overview of Added Entries screen, make the following entries and save.
Allocation
Structure Assignment Text
Y1 010 Personnel costs
Y1 020 Raw-/service material consump.
Y1 030 Other costs
Y1 040 Secondary costs
Y1 050 Revenues
Y2 100 All cost elements
Y9 100 Rework Costs
YH 10 Revenues Results Analysis
YH 20 Costs Internal Settlement
YH 30 Personnel costs
YH 40 Raw-/service material consump.
YH 50 Other costs
YH 60 Secondary costs
YH 70 Revenues
YH 80 Production Material
YL 100 Service revenues
YL 200 Service costs
YM 010 External procurement
YM 020 Material
YM 030 Internal services
YP 100 PP Valuated
YR 100 R&D Costs
YS 100 Sales order
Result
The assignments are added.
.3.2.2.1.2 Maintaining Allocation Structures — Source (CE-Group)
Use
Cost element groups are assigned as sources.
Prerequisites
The allocation structures and assignments are maintained.
Procedure
Carry out the following steps:
1.Access the activity using one of the following navigation options:
IMG Menu Controlling → Internal Orders → Actual Postings → Settlement
→ Maintain Allocation Structures Transaction Code SPRO
2.On the Change View “Allocation Structures”: Overview screen, select the allocation structure (right hand side of the screen).
This step and the following steps have to be repeated for each allocation structure and each assignment. You can find the required entry data in the table below.
3. Choose Assignments with a double-click (left hand side of the screen).
4. Select the assignment (right hand side of the screen).
5. Select Source with a double-click (left hand side of the screen).
6. If the Set Controlling Area dialog box appears, enter controlling area 1000.
7. On the Change View “Source”: Details screen, make the following entries and save.
Allocation
Structure Assignment Cost Elem.Group
Y1 010 YBMF_001
Y1 020 YBMF_002
Y1 030 YBMF_003
Y1 040 200_CE
Y1 050 20_CE
Y2 100 YB_ALL
Y9 100 YB_ALL
YH 10 932000
YH 20 931110 to 931140
YH 30 YBMF_001
YH 40 YBMF_002
YH 50 YBMF_003
Allocation
Structure Assignment Cost Elem.Group
YH 60 YBMF_004
YH 70 5100_CE
YH 80
YL 100 20_CE
YL 200 10_CE
YM 010 1400_CE
YM 020 1200_CE
YM 030 4500_CE
YP 100 YB_ALL
YR 100 YB_ALL
YS 100 YB_ALL
Result
The cost element groups are assigned to the allocation structures as sources.
.3.2.2.1.3 Maintaining Allocation Structures — Settlement Cost Elements (CE)
Use
There are two types of settlement:
• settlement by cost elements
• settlement by settlement cost element
Prerequisites
The allocation structure, assignments and sources are maintained.
For the second type you have to define the following cost elements, to ensure that settlement is successfully executed:
• Internal settlement (means internal CO): Cost element category 21 (secondary).
• External settlement (means receivers in external accounting e.g. in Asset Management):
Cost element category 22 (primary).
Procedure
Carry out the following steps:
1.Access the activity using one of the following navigation options:
IMG Menu Controlling → Internal Orders → Actual Postings → Settlement
→ Maintain Allocation Structures
Transaction Code SPRO
2. On the Change View “Allocation Structures”: Overview screen, select the allocation structure (right hand side of the screen).
3. Choose Assignments with a double-click (left-hand side of the screen).
4. Select the assignment (right-hand side of the screen).
This step and the following steps have to be repeated for each assignment. You can find the required entry data in the table below.
5. Choose Settlement Cost Elements with a double-click (left-hand side of the screen).
6. On the Change View “Settlement Cost Elements”: Overview screen, choose New Entries.
7. On the New Entries: Overview of added Entries screen, make the following entries and save.
Allocation
Structure
Assign-ment Receiver
cat. By
Cost Element Settlement Cost Element
Y1 010 CTR Select
Y1 010 ORD Select
Y1 010 WBS Select
Y1 010 FXA Select
Y1 020 CTR Select
Y1 020 ORD Select
Y1 020 WBS Select
Y1 020 FXA Select
Y1 030 CTR Select
Y1 030 ORD Select
Y1 030 WBS Select
Y1 030 FXA Select
Y1 040 CTR Select
Y1 040 ORD Select
Y1 040 WBS Select
Y1 040 FXA Select
Y1 050 CTR Select
Y1 050 ORD Select
Y1 050 WBS Select
Y1 050 FXA Select
Y2 100 FXA Select
Y2 100 CTR Select
Y2 100 SDI Select
Y2 100 WBS Select
Allocation
Structure
Assign-ment Receiver
cat. By
Cost Element Settlement Cost Element
Y9 100 CTR 921015
YH 10 PSG 921100
YH 20 PSG 921110
YH 30 CTR Select
YH 30 ORD Select
YH 30 WBS Select
YH 40 CTR Select
YH 40 ORD Select
YH 40 WBS Select
YH 50 CTR Select
YH 50 ORD Select
YH 50 WBS Select
YH 60 CTR Select
YH 60 ORD Select
YH 60 WBS Select
YH 60 PSG Select
YH 70 CTR Select
YH 70 ORD Select
YH 70 WBS Select
YH 80
YL 100 PSG 921050
YL 200 PSG 921055
YL 200 SDI Select
YL 200 CTR 921055
YM 010 FXA Select
YM 010 CTR 921010
YM 020 FXA Select
YM 020 CTR 921020
YM 030 FXA 530100
YM 030 CTR 921030
YP 100 CTR Select
YP 100 ORD Select
Allocation
YR 100 PSG 921017
YR 100 CTR 921017
YS 100 PSG 921019
Result
Settlement cost elements are added to allocation structures.
.3.2.2.2 Maintaining Settlement Profiles Use
In the settlement profile, you define a range of control parameters for settlement.
Procedure
Carry out the following steps:
1. Access the activity using one of the following navigation options:
IMG Menu Controlling → Internal Orders → Actual Postings → Settlement
→ Maintain Settlement Profiles Transaction Code OKO7
2. On the Change View “Settlement Profile”: Overview screen, select the settlement profile.
This step and the following steps have to be repeated for each settlement profile.
You can find the required entry data in the table below.
3. Choose Details.
4. On the Change View “Settlement Profile”: Details screen, make the following sets of entries:
YB0020 YB0030 YB0050 YB00AI YB00R1
Text Overhead
settled in set set set set set
Field
Structure Y1 Y1 Y1 Y1 YR
PA Transfer str, Default object type
CTR ORD FXA FXA PSG
Indicators 100%
validation set
%-Settlement set set set set set
Equivalenc
e numbers set set set set set
Amount
not allowed Settlement not allowed
not allowed Settlement not Material Settlement Settlement Settlement Settlement Settlement
Field
not allowed not
allowed not allowed not allowed not allowed Network Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement not allowed Profit.
Segment Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement optional Sales order Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement not allowed Cost
objects Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement not allowed Order item Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement not allowed Business
proc. Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement not allowed Real
Est.Object Settlement
not allowed Settlement not allowed
Settlement
not allowed Settlement
not allowed Settlement not allowed
5. Choose Save and Back.
Result
You have created the settlement profiles.
.3.2.2.3 Defining Order Types Use
There are several kinds of order types in controlling. The order category determines the technical properties of orders.
The most important order categories in overhead controlling are:
Order category Description
01 Internal order
02 Accrual Calculation Order
03 Model Order
Accrual Orders
You use accrual orders to monitor the period-related accrual calculation between the
expenses posted in Financial Accounting and the accrued costs charged in Cost Accounting.
You can therefore take the expenses you record in Financial Accounting and distribute them as accrued costs across multiple periods.
• Order Type:Y9A0 Internal Order – Accrual Cost Accounting
• External Number Assignment: 9A00 + Sequence Number
• Settlement Profile: 20
• Not Matched with Revenue Internal order
These order types differ in two attributes in revenue management and the settlement profile.
You can uncheck the “Revenue Postings” flag for order type Z010 (Third-Party Services) if necessary.
As cost centers cannot manage true revenues, special customizing settings are needed to settle cost centers with orders for which costs are matched with revenues.
You define a number of control parameters for settlement in the settlement profile. The settlement profile is a prerequisite for later entering a settlement rule for a sender in the order master record. The settlement profile is usually defined in the order type.
If the costs are for information only you could create a statistical internal order. In this case you have to mark the checkbox ‘statistical order’ on tab index ‘Controlling data’ by creating an internal order.
The statistical order does not require a settlement profile, since statistical costs and revenues cannot be charged further.
Procedure
Carry out the following steps:
1. Access the activity using the following navigation options:
IMG Menu Controlling → Internal Orders → Order Master Data → Define Order Types
Transaction Code KOT2_OPA
2. On the Change View “Order Types”: Overview screen, choose New Entries.
3. On the Order type: New Entry screen, provide Order Category 01 and choose Enter.
4. On the New Entries: Details of Added Entries screen, make the following entries:
Field name Description User actions and values Comment Order category 1 Internal Order (Controlling)
Order Type Y010
Field name Description User actions and values Comment Short Text Internal Order: Third-party
services
5. Choose Assign/Change Intervals to assign the number range.
6. To assign an Internal Order Type to the related Number Ranges Group perform the following steps:
a) Select the number range group checkbox.
b) Choose an order type with ‘Select element F2’. (The color of the order type changes from black to blue.)
c) Assign the order type to the number range group by selecting Element/Group (F5).
Order Type Number Range group
Y010 Internal Order: Third-party services
7. On New Entries: Details of Added Entries screen, make the following entries:
Field name Description User actions and values Comment
Order Type Y010 Already maintained
in preceding steps Short Text Third-party services Already maintained
in preceding steps
Order category 1 Internal Order
(Controlling) Already maintained in preceding steps Number range
interval 500000 – 599999
Number range group:
Services
Already maintained in preceding steps
Settlement
profile YB0030 Production
measure
Planning profile 000001 General plan
profile
Budget Profile 000001 General budget
profile
Collective order without
automatic goods movement Select from the drop down menu
Residence Time 1
3 Calendar Months
CO Partner
Update X ACTIVE Select from the
drop down menu Commitments
Management set Commitments
Management Active
Revenue postings
set Identifier "Revenue
posting allowed"
Field name Description User actions and values Comment Integrated
Planning set Indicator for
Integrated Planning
Status profile 00000002 Internal Orders
Release immediately
Not set
8. Save your entries.
9. Repeat the entries and enter the required fields for order type Y020:
Field name Description User actions and values Comment
Order Type Y020
Short Text Internal Order : Overhead costs
Order category 1 Internal Order
(Controlling) Number range
interval 200000 - 299999
Number range group:
Design Settlement
profile
YB0020 Overhead costs
Planning profile 000001 General plan
profile
Budget Profile 000001 General budget
profile
Collective order without automatic goods
10. Save your entries.
11. Repeat the entries and enter the required fields for order type Y090:
Field name Description User actions and values Comment
Order Type Y090
Short Text Internal Order: Statistical orders
Order category 1 Internal Order
(Controlling) Number range
interval
300000 – 399999 Number range group:
Tools and Equipment Settlement
profile Not set
Planning profile 000001 General plan profile
Budget Profile 000001 General budget
profile Object Class
Functional area Not set
Collective order with /without automatic goods movement
Collective order without automatic goods movement
Select from the drop down menu Residence
Time 1 3
CO Partner
Update X ACTIVE Select from the
drop down menu
Status profile 00000002 Internal Order
Release
immediately Set "Release
immediately"
indicator 12. Save your entries.
13. Repeat the entries and enter the required fields for order type Y100:
Field name Description User actions and values Comment
Order Type Y100
Short Text Internal Order: Research and Development
Order category 1 Internal Order
(Controlling) Number range
interval
100000 - 199999 Number range group:
Development Settlement
profile
YB00R1 R&D Internal Order Settlement
Planning profile 000001 General plan
profile
Budget Profile 000001 General budget
profile Object class
Functional area
Field name Description User actions and values Comment Collective order with
/without automatic goods movement
Collective order without automatic goods movement
Select from the drop down menu Residence
Time 1
3 CO Partner
Update X Active Select from the
drop down menu
Status profile 00000002 Internal Orders
Release
immediately Not set
14. Save your entries.
15. Repeat the entries and enter the required fields for order type Y400:
Field name Description User actions and values Comment
Order Type Y400
Short Text Internal Order: Marketing
Order category 1 Internal Order
(Controlling) Number range
interval 500000 – 599999
Number range group:
Services Settlement
profile Not set Not for settlement
Planning profile 000001 General plan
profile
Budget Profile 000001 General budget
profile Object class
Functional area
Collective order with /without automatic goods movement
Collective order without automatic goods movement
Select from the drop down menu
Update X Active Select from the
drop down menu
Status profile 00000002 Internal Orders
Release set
Field name Description User actions and values Comment immediately
16. Save your entries.
17. Repeat the entries and enter the required fields for order type Y600:
Field name Description User actions and values Comment
Order Type Y600
Short Text Internal Orders:
Investment
Order category 1 Internal Order
(Controlling) Number range
interval 600000 - 699999
Number range group:
Capital Spending Settlement
profile YB00AI Assets under
construction settlement
Planning profile 000001 General plan
profile
Budget Profile 000001 General budget
profile
Object class INVST
Functional area
Collective order with /without automatic goods movement
Collective order without automatic goods movement
Select from the drop down menu
Update X Active Select from the
drop down menu
Status profile 00000002 Internal Orders
Release
immediately Not set
18. Save your entries.
19. Repeat the entries and enter the required fields for order type Y9A0:
Field name Description User actions and values Comment
Order Type Y9A0
Short Text Internal orders: Accrual cost accounting
Order category 2 Accrual Calculation
Order (Controlling) Number range
interval 9A0000000000 -
9AZZZZZZZZZZ Number range group:
Field name Description User actions and values Comment Imputed cost orders
Settlement
profile YB0020 Overhead costs
Planning profile 000001 General plan
profile
Budget Profile 000001 General budget
profile Object class
Functional area
Collective order with /without automatic goods movement
Collective order without automatic goods movement
Select from the drop down menu
Update X Active Select from the
drop down menu
Status profile 00000002 Internal Orders
Release
immediately Set
20. Save your entries.
.3.2.2.4 Assigning Strategy Sequence to Order Type Use
In this IMG activity, you assign a strategy sequence for relevant order type. For new orders, the system transfers the strategy sequence to a corresponding order type in the settlement parameters.
Procedure
Carry out the following steps:
1. Access the activity using the following navigation options:
IMG Menu Controlling → Internal Orders → Actual Postings → Settlement
→ Automatic Generation of Settlement Rules → Assign Strategy Sequence To Order Type
Transaction Code KSR3_ORC
2. On Change View “Assignment of Strategy Sequence to the Order Type”: Overview screen, make the following entries:
Field name Description User actions and
values Comment
Order type Y020 Internal Order : Overhead costs
Strat. Sequ. SAP040 Use standard
Modifiable 2 Always Overwrite Standard
Status REL Release Standard
Order type Y100 Research and Development
Strat. Sequ. SAP040 Use standard
Modifiable 2 Always Overwrite Standard
Status CRTD Create Standard
3. Save your entries.
4 Configuration Budget and Plan
.4.1 Budgeting and Budget Management (Define Tolerance Limits for Availability Control)
Use
The monitoring of allotted funds is a primary element of order controlling. At any time, you can call up the funds overview, an overview of all allotments and their types. Particularly with critical orders, the allotted funds can exceed the funds made available at an early stage.
In addition to the funds overview as a “passive availability control”, an “active availability control” has been implemented that enables you to prevent excessive allotments from occurring in the first place. Based on the defined tolerance limits and when certain activities are recorded, the system checks whether the available budget or available released budget (release) is still sufficient.
Procedure
Carry out the following steps:
1. Access the activity using the following navigation options:
IMG Menu Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control Transaction Code SPRO
2. On the Change View “Order Availability Control: Tolerance Limits”: Overview screen, choose New Entries.
3. On the New Entries: Overview of Added Entries screen, make the following entries:
Field name Description User actions and values Comment
COAr Controlling Area 1000
Prof. Budget profile 000001
Tr.grp Availability-control
activity group ++ All activity
groups allowed
Act. Availability control action 1 Only warning
message
Usage Usage rate in % 90,00%
4. Save your entries.
Result
You have defined the tolerance limits for the availability control for profile 000001 in controlling area 1000.