assesment cycle

Title: Create Actual Assessment 11/12/07 (via KSU5) Functional Area : Finance

Process : Controlling

File name: ~BPP_FI_CO_KSU1_CREATE_ACTUAL_ASSESSMENT_111207.DOC

Version: 09 Final Last Modified: 11/30/2007

Work Instruction / 24

Work Instruction

Create Actual Assessment 11/12/07 (via KSU5) KSU1

Purpose

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. As an example, Financial Reporting would use this cycle to assess wireless service costs to schools and departments.

Important Note: Since the basis of charging out costs to various Receivers could be different (e.g. Long distance phone costs – Actual; Other telephone costs – based on number of phones at say $20 per phone, each month), Assessment Cycles are also created differently to meet these specific cost distribution needs.

Trigger

Perform this transaction and related steps when there is a chargeback/cost allocation to be carried out from one or more Sender Cost Center/s to many Receiver cost centers.

Prerequisites

Master data used in the creation of the assessment cycle, such as Cost Centers, Orders, Functional Areas, Statistical Key Figures, etc., must exist.

Menu Path

You cannot directly go the KSU1 transaction. Therefore use the following menu path(s) to begin this transaction:

• Select SAP menu Accounting Controlling Cost Center Accounting Period End Closing Single Functions Allocations KSU5 – Assessment

• In the KSU5 main screen select Extras Cycle Create or Shift+F5.

Transaction Code

KSU1

Helpful Hints

From within T-code KSU5 (Execute Assessment), it is possible to access following related T-codes: KSU1 – Create Assessment Cycles, KSU2 – Change Assessment Cycles, KSU3 – Display Assessment Cycles, and KSU4 - Delete Assessment.

Note: No menu path is available for this transaction; therefore, you can also access it by entering KSU1 in the command field.






Procedure

1. Start the transaction using the menu path or transaction code KSU5.

SAP Easy Access

No menu path is available for this transaction; therefore, you can also access it by entering KSU1 in the command field.

2. Double-click .






Execute Actual Assessment: Initial Screen

3. The transaction code to create an Assessment Cycle is not available through the CO module; therefore, to access KSU1, select Extras Cycle Create or Shift+F5.






Create Actual Assessment Cycle: Initial Screen






4. As required, complete the following fields:

Field Name R/O/C Description

Cycle R A collection of rules for cost allocation. A specific cycle can contain a number of segments.

The naming convention for Assessment cycles will be maintained by the Financial Reporting office. The convention is structured as follows:

• First Character – Alpha character to identify the location (F=Food Service, E=ETS, B=BECON).

• Second and Third Characters – The last two digits of the ending fiscal year (2007=07).

• Fourth through Sixth – Consecutive numbers. Example: E07001

Start Date R Date from which the first recurring entry is to be carried out.

Enter the date this cycle will begin. It is usually July 1st for each fiscal year, as Cycles are usually set up annually and executed throughout the year.

Example: 07/01/2006

Cycle O A collection of rules for cost allocation. A specific cycle can contain a number of segments.

In the Copy from section, the parameters from an existing cycle can be used as the basis to create a new cycle. In this example an existing cycle will not be copied.

Example:

Start Date O Date from which the first recurring entry is to be carried out.

Enter the Start Date of the existing Cycle.

Example:







Controlling Area O The Controlling area in SAP is a high-level organizational data sub-division that facilitates cost accounting internally to an organization. In accounting terms, it represents another ledger that is posted with information together with the FI ledger, and

Enter the Controlling Area of the existing cycle – SBBC’s Controlling Area is SBBC.

Example:

5. Click to proceed with the creation of an Assessment Cycle.

Create Actual Assessment Cycle: Header Data






6. As required, complete/review the following fields:


To (date) R Description of the To.

It is highly recommended that the validity of an assessment cycle be effective throughout the end of the current fiscal year.

Example: 06/30/2007

Text R Text field for transaction information.

Enter the title of the cycle. Example: ETS - Allocation of Svc Charge

Cumulative O Description of the Cumulative.

The Cumulative option can be used to execute the distribution for more than one period. However, it is recommended that the distribution be executed period by period.

Example:

Make sure to uncheck the field as this will default. If left checked, this iteration option will be repeated until each sender is fully credited (a small remainder may be left over in some cases).

Create Actual Assessment Cycle: Header Data

The options enclosed in red in the above screen shot are not used in SBBC.






7. Click to set up each segment of the new Cycle.

Create Actual Assessment Cycle: Segment

Segments are set up to segregate the various financial structures, such as Fund-based segments or Functional Area segments.






8. As required, complete the following fields:


Segment Name R Title of segment. Each segment denotes a group of senders/receivers which are processed according to the same distribution rule.

Enter the Segment’s name. Example: E07001-001

Segment Description R Description of the Segment Description.

Enter the Segment’s description. Example: ETS - Aircard Service Charges

By selecting the Lock Indicator , the segment will not process in the cycle. You may use this when there is no data to select in that fund or suppress a segment from execution. If the cycle containing no data is executed, the system will display a warning and not execute the cycle.

9. As required in the section of the tab, complete/review the following fields:








Assessment CEle R A secondary cost element for costs that are assessed between Controlling objects.

Enter the Assessment Cost Element. This cost element is the secondary cost element used for assessments. The cost element can be selected

using the drop down icon to view available selection options.

Example: 99105001







Sender rule R Description of the Sender rule.

Select appropriate Sender rule from the drop-down

menu .

• Posted amounts – cycle will total, costs posted to the sender.

• Fixed amounts – the department/Financial Reporting will maintain the amount to be distributed.

• Fixed rates – the department will maintain the rates to be distributed (i.e. duplicating copies).

Example: Fixed rates

Share in % R Description of the Share in %.

Enter the overall percentage allocated to this Receiver fund.

Example: 100.00

The field is defaulted in the cycle, as an actual assessment is performed. Moreover CO – Planning is not implemented in SBBC as all planning functions are handled by Budget Department.

10. In the section of the tab, complete/review the following fields:


Receiver rule R Determines how receiving tracing factors are determined.

Enter the Receiver rule using the drop-down menu

to select from the available options. In this example, “Variable portions” is selected as the basis is going to be Actual SKF of the Receivers.

Example: Variable portions







Var.portion type R Description of the Var.portion type.

The Variable portion type will only appear if the Receiver rule is selected “Variable portions”. Select an appropriate variable by using the drop-down menu

to view the available options. Example: Actual Statistical Key Figures

Selecting Sender & Receiver rules will determine other rules and types. For example, when you choose fixed amounts for the Receiver Rule, the selection fields and tabs in subsequent screens will change accordingly.

11. As required in the tab, complete/review the following fields:







11.1 In the section of the tab, complete/review the following fields:


Cost Center R An organizational unit within a controlling area that represents a defined location of cost incurrence.

Enter the Cost Center where costs were initially incurred and are to be assessed from.

Example: 2600097770







Functional Area R Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.

Select the appropriate Functional Area associated with this cost center, as this Sender attribute is essential to for the cycle to determine the “sending amounts”. In few other cycles, this is not required.

Example: 6400000000000000

Fund R A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations.

Enter the Fund associated with Sender Cost center/amounts.

Example: 1000

Grant R Grants can be defined in SAP as any external reimbursement or funding.

Enter the Grant number. In many cases on the sender, it will be “Not Relevant”, as most Senders are in the General Fund.

Example: not relevant

Cost Element O Primary Cost Elements will be created automatically for each revenue/expense GL account. Secondary Cost Elements have no corresponding GL accounts in FI, but they are used in CO for internal cost allocation and reporting.

If posted amounts of Cost Elements are used in assessments, then enter the Cost Element.

Example: 53720000

All of the fields in the above table offer the capability to enter value ranges by completing

the and fields, or to enter groups by completing the field. In addition you

can also use the dropdown menu to select the appropriate value.






11.2 In the section of the tab, complete/review the following fields:


Order O Description of the Order.

Enter the Internal Order number to which the costs are to be distributed as Receivers. In this example, orders are not the receivers.

Example:

Cost Center O An organizational unit within a controlling area that represents a defined location of cost incurrence.

Enter the Cost Center where costs were initially incurred and are to be assessed from. In this example, a Group is selected as the receiver.

Example: ETS_ALLOC

Functional Area O Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.

In general, it is not necessary to select the Functional Area associated with Receiver cost center. One exception is when the Receiver rule is “Actual Costs” based on postings in the Receiver Cost Centers, for which it is necessary to specify to search the appropriate Receiver Functional Areas. Therefore, in few specific cycles, this is required to be specified.

Example: 7301000000000000

Fund R A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations.

Enter the Fund associated with Sender Cost center/amounts.

Example: 1000







Grant R Grants can be defined in SAP as any external reimbursement or funding.

Enter the Grant number. Except the Grant Fund segment, this value will be “Not Relevant”.

Example: not relevant

All of the fields in the above table offer the capability to enter value ranges in the and

fields. Also, this can be done by entering groups and completing the field. In

addition you can also use the dropdown menu to select the appropriate value.

11.3 If you are using a group for any of the fields in the tab, you must double click on the entered value (in this example, on the cost center group ) to ensure the system has properly established the necessary relationships.






Display Cost Center Group

If new groups are required, you have additional facility of creating them by naming a new group and then selecting Extras Create groups.

12. Click to exit Cost Center group result screen.

13. As required in the tab, complete/review the following fields:







Note that this screen will change according to the Segment Header criteria selected.


Price R Description of the Price.

Enter the Price which is to be distributed to the receivers. In this example, $48.00 per SKF unit is to be distributed.

Example: 48.00

14. Click to specify tracing factors for the Receiver Cost Centers.







Note that this screen will change according to the Segment Header criteria selected.

15. In the section of the tab, complete the following fields:


Stat. key fig. R Description of Stat. key fig.

Enter the Statistical Key Figure to be used for the calculation of the distribution.

Example: WIRE1







Activity Type C A unit in a controlling area that classifies the activities performed in a cost center.

Enter the Activity to be used for the calculation of the assessment. In this example, an Activity Type is not being used.

Example:

All of the fields in the above table offer the capability to enter value ranges in the and

fields. Also, this can be done by entering groups and completing the field. In

addition you can also use the dropdown menu to select the appropriate value.

16. CAUTION for next step: Only in some cycles, click to view the receiver weighting factors in the cycle. The screen shot below illustrates the cost centers in the group that will get 100% of total posted costs. As seen in this case, the combination of Fund, Functional Area, Grant and Cost Centers specified as possible Receivers results in 64 combinations. In some other cycles, this may lead to numerous possible combinations, due to which the system will take a long amount of time to display the Receiver Weighting factors, and in some cases the transaction may “hang up”. The user is advised to exercise caution in this step.







Please read the details in step 16 before clicking on .

17. Click to validate the segment.






E07004-001: Display messages

The message indicates that the cost element entered does not exist. In order to proceed with the next steps, you must now correct the error(s). In this case you must correct the cost element.

18. Click to exit the message window

19. Click to save when you have completed entering the details of the cycle.







The system displays the message, "Cycle E07001, starting date 07/01/2006 has been saved."

20. Click to return to SAP main menu.

21. You have completed this transaction.

Result

You have created an assessment cycle.

Comments

None.






This page is intentionally left blank.

assesment cycle

Documents

assessment transaction

actual assessment cycle

ksu1 transaction

transaction code ksu5

ksu5 functional area

ksu2 change assessment

ksu3 display assessment

ksu5 ksu1 purpose