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EHP7 for SAP ERP 6.0

February 2014

English

General Cost Center Planning (175)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices General Cost Center Planning (175): BPD

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Contents

General Cost Center Planning.......................................................................................................5

1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data..................................................................................................................... 5

2.2 Roles............................................................................................................................... 6

2.3 Preliminary Steps............................................................................................................7

2.3.1 Setting Controlling Area...........................................................................................7

2.4 Adding Cost Center Planning Web Dynpro Application to the User Favorites Menu......8

3 Process Overview Table.........................................................................................................9

4 Process Steps......................................................................................................................12

4.1 Cost Center Masters.....................................................................................................12

4.2 Checking Version Validity for Current Budget Period....................................................12

4.3 Copying Previous Year Actuals or Budget....................................................................13

4.3.1 Option 1: Copying Previous Year Actuals..............................................................13

4.3.2 Option 2: Copying Previous Year Budget...............................................................15

4.4 Transferring Planned Depreciation from Assets............................................................16

4.5 Top-Down Primary Cost Planning (Optional).................................................................17

4.6 Basic Cost Element Planning (Optional).......................................................................19

4.7 Setting Planner Profile...................................................................................................21

4.8 Downloading Cost Elements to Excel for Income/Expense Budget...............................21

4.9 Updating Budget Values for Income and Expense Excluding Operations.....................25

4.10 Uploading Cost Elements for Income and Expense Excluding Operations................25

4.11 Plan Statistical Key Figures.......................................................................................26

4.12 Executing Plan Assessment......................................................................................27

4.13 Plan Accrual Costs....................................................................................................29

4.14 Confirming Non-Operating Cost Center Budget.........................................................30

4.15 Final Planning Steps: Operating Cost Center Budget................................................30

4.16 Final Planning Steps: Copying AOP to Active Version..............................................31

4.17 Locking AOP and Active Version for Planning...........................................................32

5 Appendix.............................................................................................................................. 33

5.1 Reversal of Process Steps............................................................................................33

5.2 Used Forms...................................................................................................................34

5.3 SAP ERP Reports.........................................................................................................34



General Cost Center Planning

1 PurposeDuring the annual budgeting process, the managers of nonoperational cost centers such as sales, marketing, administrative, research, and development and so on plan the costs for various cost types/elements for their respective cost centers. The usual starting point for development of these plans is the actual data for the current/previous year.

In this process, the previous year’s actual expenses for these cost centers are copied into an AOP (annual operative planning) budget version in cost center accounting. As an alternative the previous year’s budget data can also be used as a starting point for the exercise. The data in this version is downloaded into spreadsheets by each cost element and cost center. The respective cost center managers review and update the budget values according to their requirements and plans. Then these plans are uploaded back into SAP. The plans in SAP are reviewed and finalized.

The planned depreciation on fixed assets is transferred separately to the cost center plan version. The system calculates the planned depreciation on assets by cost center based on the asset values posted on the cost centers. In the case of cost centers having machinery, the depreciation is planned based on cost center and activity type.

2 Prerequisites

2.1 Master DataYou have entered the master data required to go through the procedures of this scope item. Ensure that the following scope item-specific master data exists before you test this scope item:

A description of all CO master data can be found in the document „CO_MasterData_Overview.xls.

Common Master Data provided for all AreasMaster Data Value Selection Comment

Cost Center 1101

1201

1202

1601

1602

1701

1750

1801

1901

Financials and Administration

Purchasing & Stores 1

Purchasing & Stores 2

Marketing

Sales

Plant & Maintenance

Buildings & Maintenance

Other income/expense

Customer service

Cost Center Group

1000 and all groups assigned to group 1000

Germany

Cost element 10_CE



Master Data Value Selection Comment

Group

Stat. key fig. 1002 Area in square meters

Cost Elements *

Service AreaMaster Data Value Selection Comment

Cost Center 1321 Services/ Consulting

Manufacturing Area / Trading AreaMaster Data Value Selection Comment

Cost Center 1301

1302

1401

1501

Manufacturing 1

Manufacturing 2

Quality Management

Research & Development

2.2 RolesBusiness Role

Details Activity Transaction

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Enterprise Controller

SAP_NBPR_CONTROLLER_M Check version validity for current budget period

S_ALR_87005830

Copy previous year actuals

KP98

Copy previous year budget

KP97

Transfer planned depreciation from assets

S_ALR_87099918

Set planner profile KP04

Define user defined planner profile

KP34

Download and Upload cost elements to Excel

KP06

Plan statistical key figures

KP46

Execute plan assessment

KSUB

© SAP SE of 8


Plan Accrual Costs KSA8

Copy AOP to active version

KP97

Lock AOP and active version for planning

S_ALR_87005830

Cost centers: Planning Overview

KSBL

Cost Centers: Act./Plan/Var./Prev.Yr

S_ALR_87013633

Internal Controller

SAP_NBPR_INT_CONTROLLER_M Cost Center: Top-Down Primary Cost Planning (Basic)

Cost Center: Basic Cost Element Planning

2.3 Preliminary Steps2.3.1 Setting Controlling Area

UseThe controlling area is to be set before you carry out the first steps in controlling.

If the controlling area is already assigned in the user parameters (see the Quick Guide), this step is no longer necessary and can be omitted.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Accounting → Controlling → Cost Center Accounting → Environment → Set Controlling Area

Transaction code

OKKS

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Enterprise Controller

(SAP_NBPR_CONTROLLER_M)

Business role menu

Overhead Cost Controlling → Planning → Planning Preparation → Set Controlling Area



2. On the Set Controlling Area screen, enter Controlling area 1000.

3. Save (F5) your entry as a user parameter.

2.4 Adding Cost Center Planning Web Dynpro Application to the User Favorites Menu

UseThis scope item demonstrates cost center planning, a part of business function FIN_CO_CCMGMT, FIN_CO_ORPLAN and FIN_CO_CCPLAN. The planning application is delivered in the FCOM_IP_CC_COSTELEM01 Web Dynpro application.

The following configuration options are used in this BPD with the Web Dynpro application:

FCOM_IP_CC_COSTELEM03 – used for top-down planning by cost element group, where the data entered at group level is automatically assigned to the cost elements in each group

FCOM_IP_CC_COSTELEM01 – provides basic functions for cost element planning by year and period

Procedure1. In the SAP Easy Access menu, right-click the Favorites folder and choose Add other

objects.

2. From the list, scroll to the bottom and choose Web Dynpro Application.

3. In the Web Dynpro Application dialog box, enter the following values:

Field name User action and values Comment

Web Dynpro Applicat.

FCOM_IP_CC_COSTELEM01

Description Cost Center: Top-Down Primary Cost Planning (Basic)

Application Config. FCOM_IP_CC_COSTELEM03

4. Choose Enter to create the new entry.

5. Repeat step 1 to 4 for the following data:

Field name User action and values Comment

Web Dynpro Applicat. FCOM_IP_CC_COSTELEM01

Description Cost Center: Cost Element Planning (Basic)

Application Config. FCOM_IP_CC_COSTELEM01



3 Process Overview TableProcess step External

process reference

Business condition

Business role

Transaction code

Expected results

Cost Center Masters

See 155.03 Create Cost Center and Cost Center Group scope item



Cost centers are created

Check Version Validity for Current Budget Period


S_ALR_87005830 The version is updated.

Copy Previous Year Actuals or Budget


KP98orKP97

The data is copied from Actuals to version 2.

Transfer Planned Depreciation from Assets


S_ALR_87099918 Planned depreciation for new assets can be added at a cost element level. Plan depreciation is updated in the cost center.

Top-Down Primary Cost Planning

Internal Controller

Perform planning at cost element group level

Basic Cost Element Planning

Internal Controller

Basic Planning with BW-IP based templates

Set Planner Profile


KP04 The cost elements are downloaded to Excel for income/expense budget.

Download cost elements to Excel for income/expense budget

Annually during AOP process


KP06 File downloaded correctly

Update Budget Values for

Enterprise N/A The cost center manager



Process step External process reference

Business condition

Business role

Transaction code

Expected results

Income and Expense Excluding Operations

Controller updates the Excel spreadsheet and e-mails to the cost controller.

Upload cost elements for income and expense excluding operations

Annually during AOP process


KP06 File uploaded correctly

Plan Statistical Key figures


KP46 Statistic key figures per cost centers are available for reporting, as distribution ratio for assessment cycles

Plan Assessment


KSUB The primary costs that have been manually and automatically planned for buildings and plant are assessed for the corresponding receiver cost centers based on the planned statistical key figures.

Plan Accrual Costs


KSA8 The accrual costs based on planned wages and other personnel costs are calculated.

Confirm Non-Operating Cost Center Budget

N/A N/A The Non-Operating Cost Center Budget is confirmed.

Final Planning Steps:

See 176: Manufacturing

Optional step, only



Planning manufacturing



Process step External process reference

Business condition

Business role

Transaction code

Expected results

Operating Cost Center Budget

Cost Center Planning scope item

needed if production is active



cost centers finalized

Final planning steps: Copy AOP to active version

Annually when AOP has been frozen


KP97 Data copied correctly

Final planning steps: Lock AOP and active version for planning

Annually when AOP has been frozen


S_ALR_87005830 No planning changes possible in AOP or active version



4 Process Steps

4.1 Cost Center Masters

UseIn this document, you create a cost center. You can determine if you need to create a cost center group. You then maintain the assessment cycle.

SAP Best Practices deliver example CO master data that is created with the installation of the SAP Best Practices Package. A complete overview can be found in the document CO Overview Master Data which is assigned to the layer 0 installation building blocks.

Procedure

For this activity, run the Create Cost Center and Cost Center Group (155.03) scope item document in its entirety.

4.2 Checking Version Validity for Current Budget Period

UseIn this activity, you check version validity for the current budget period.



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Current Settings → Maintain Versions

Transaction code

S_ALR_87005830




Business role menu

Overhead Cost Controlling → Period End Closing → Maintain Version Settings

2. Double-click Maintain Settings of Version in Controlling Area.

3. On the Determine Work Area screen, in the Controlling area field, enter 1000.

4. On the General Version Definition screen, select version 0 and double-click Settings for each fiscal year. Ensure that the current budget year has integrated planning, and copying allowed selected, and version locked deselected.

5. If the current budget year is not shown, choose New Entries to add the year.



6. Repeat the above steps for version 1 and version 2.

7. Save your entries.

ResultThe version is updated.

4.3 Copying Previous Year Actuals or Budget4.3.1 Option 1: Copying Previous Year Actuals

UseThis activity copies previous year actuals as a base for the Annual Operational Planning AOP.



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Planning Aids → Copy → Copy Actual to Plan

Transaction code

KP98




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Copy Actual to Plan

2. On the Copy Actual to Plan - Initial Screen, select All Cost Centers.

3. In the Template (Actual) box, make the following entries:

Field User Action or Values Comments

Period <period> Example from 1 to 12

Fiscal year <Current fiscal year> Example: Current Year

4. In the Target (Plan) box ,make the following entries:


Version 2

Period <period> Example from 1 to 12

Fiscal year <Budget fiscal year> Example: Current Year+1

5. In Actual Data, select Select actual data and choose Selection.

6. On the Actual Data dialog box, make the following settings:


Primary Costs/Revenues Primary Costs

Other Actual Data Statistical key figure Choose enter



Activity quantities

Prices

Existing Plan Data Do not change

Test run Select as needed

7. Choose Execute.

ResultThe data is copied from actuals to version 2.

Depending on the status of the budget planning, planning data may already exist in CO version 2. The Do not Change indicator results in not overwriting and changing this data. This leads to error messages in the log The planning record already exists. This is not an error, but provides information that in this case planning data is not overwritten.

To display the reports, use transaction code KSBL or S_ALR_87013633.

Concerning transaction KSBL - Cost centers: Planning overview


SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Information System → Reports for Cost Center Accounting → Planning Reports → Cost Centers: Planning Overview

Transaction code

KSBL




Business role menu

Overhead Cost Controlling → Reporting → Cost Centers → Cost centers: Planning overview

The AOP from the previous year supplements the actual figures.

Concerning transaction S_ALR_87013633 - Cost Centers: Act./Plan/Var./Prev.Yr


SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Information System → Reports for Cost Center Accounting → More Reports → Cost Centers: Actual/Plan/Variance/Previous year

Transaction code

S_ALR_87013633




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Cost Centers: Act./Plan/Var./Prev.Yr



Depending on the timing of the budget process there may be about ten months of data available.

4.3.2 Option 2: Copying Previous Year Budget

UseThis activity copies previous year budget as a base for the AOP. You can also use this same functionality to copy the adapted plan data from version 2 to version 0 (having performed Option 1).



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Planning Aids → Copy → Copy Plan to Plan

Transaction code

KP97




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Copy Planning

2. On the Copy Planning - Initial Screen, make the following entries:

Field name Description User actions and values

Comment

All cost centers Selected

Template plan / Period <period>

Template plan / Fiscal year

<fiscal year>

Template plan / Version 0

Target (plan) / Version 2

Target (plan) / Period <period>

Target (plan) / Fiscal year <fiscal year>

Plan Data All Plan Data (selected)

Existing Plan Data Do not change (selected)

Test run Select Change as needed

3. Choose Execute.

Result



Depending on the status of the budget planning, planning data may already exist in CO version 2. The Do not Change indicator does not overwrite these data. This leads to error messages in the log The planning record already exists. This is not an error, but provides information that in this case planning data are not overwritten.

The AOP from the previous year supplements the actual figures.

To generate a report, use transaction code KSBL.


SAP ECC menu


Transaction code

KSBL




Business role menu


4.4 Transferring Planned Depreciation from Assets

UseAs the asset accounting data base stores the expected future depreciations per period per asset, it is possible to transfer the data on the cost centers that are assigned to the asset master records.

PrerequisitesAt least one asset with planned ordinary depreciation in the current fiscal year (or the year for which the simulation is being executed) exists. For more information about creating the asset, see scope item 162 Asset Accounting, section Error: Reference source not found Asset Acquisitions.



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Planning Aids → Transfers → Depreciation/Interest FI-AA

Transaction code

S_ALR_87099918






Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Primary Cost Planning: Depreciation/Interest

2. On the Primary Cost Planning: Depreciation/Interest screen, enter company code 1000 and depreciation area 20.

3. In On Planning Periods, enter fiscal year and period (from period 1 to 12).

4. In On Further Settings for Planning, enter plan version 2 and select Summary Report.

5. The Test Run can be selected as needed. Then, choose Execute.

ResultPlanned depreciation for new assets can be added at a cost element level. Plan depreciation is updated in the cost center.

4.5 Top-Down Primary Cost Planning (Optional)

UseThis Planning is an extension of cost element planning from transaction KP06, available with new BF FIN_CO_CCMGMT, FIN_CO_ORPLAN and FIN_CO_CCPLAN. The web application for cost element planning provides a new user interface (UI) that Internal Controller / Cost center manager can use to enter detailed planning data by cost center, cost element group, cost element, and year or period in an easy-to-use planning application. The master data for the cost centers and the cost elements is stored in the SAP ERP system, as are the configuration settings for the planning application, such as versions.

The planning application allows the internal controller / cost center managers to enter planning data in input-enabled queries that use SAP NetWeaver as the planning infrastructure. The data can be aggregated and disaggregated, and reference data can be copied within this planning environment.

When you save a plan, the data is updated in the SAP ERP system (read and write data directly from and to the ERP tables), which means that you do not need to adjust existing planning and period-end processes that use planned data previously entered using transaction KP06.

Additionally, a hierarchy for top-down distribution allows you to enter data at the cost element group level (such as salaries or materials) and have the system distribute them to the underlying cost elements.

Planning functions aggregate the data entered by period to provide a figure by year and to distribute data entered by year to the periods. If no data is available for the period, equal distribution is used. If data is already available for the period, analog

distribution is used

You can only make use of the Web Dynpro based planning functionality if the Building Block 589 Planning and Reporting with Web Dynpro has been activated. Please contact your system administrator to find out if this Building Block has been activated.

This can be verified by using transaction BSANLY_BI_ACTIVATION and check if content bundle /ERP/FCOM_PLANNING is active

If you do not wish to use the new BW-IP based planning function, you can always plan in SAP GUI transaction KP06 as described in subsequent steps.

Procedure



To use option 1 (SAP GUI) make sure that you have executed all steps listed in chapter Error: Reference source not found Error: Reference source not found.

1. Access the transaction using one of the following navigation options:


SAP ECC menu Favorites → Cost Center: Top-Down Primary Cost Planning (Basic)

Transaction code N/A


Business role Internal Controller

(SAP_NBPR_INT_CONTROLLER_M)

Business role menu

Internal Controller → Cost Center Planning → Cost Element Planning → Top-down Primary Cost Planning (Basic)

2. On the Cost Center: Primary Cost Planning (Basic) Screen, make the following entries and execute:


Comment

Version 2 Plan version APO

Fiscal year <Budget year> Current year+1

Select your Fiscal year variant by taking F4 with budget year example K4/ 2014

Posting period <From and To Period>

001 to 012

Cost center hierarchy

<Your controlling area cost center hierarchy>

Take F4 and select for example Germany

<10001000>

Cost Element Hierarchy

<Primary cost element group>

Take F4 and select For example,

1000YB1000_CE

Cost Center/ Cost Center Group

No input for Cost Center group

Cost Element/ Cost Element Group


For example 1000100_CE

Hint: Select Browse Hierarchy after taking F4 and expand

Aggregate and distribute dataIn addition to the list planning already supported by KP06, you can also enter data at the node level (for example, cost element group wages) and have a planning function distribute this value to the underlying cost elements.

The new solution runs on SAP ERP and differs from transactions KP06/ KP26 in the sense that BW planning engine is used to aggregate and disaggregate data and to support planning functions such as copy and revaluate.



3. Choose Execute

4. Expand any non-operating cost center group for example 1000120

5. Plan detail for the combination cost center/cost element in Primary Cost Planning by Year.

6. The ability to enter cost data at node level is new in SAP ERP. To plan at cost element group level, choose the Top-Down Primary Cost Planning by Year tab, then expand the hierarchy structure and plan the data at the cost element group level Example for cost element group 10001700_CE as 30.000.

7. To reevaluate the planning, choose the Revaluate button and enter % for (for example, 5) to increases the plan value by 5%.


ResultPlanning data is entered using various new functions such as planning at cost element group level and detail planning for cost center/cost element and revaluation. CO planning function is based on BW-IP.

4.6 Basic Cost Element Planning (Optional)

UseIn this step, you perform the list planning already supported by KP06 with additional functions based on BW-IP planning, available with new BF FIN_CO_CCMGMT, FIM_CO_ORPLAN and FIN_CO_CCPLAN. You can copy and adapt lines, change amounts and enter new lines. Planning functions aggregate the data entered by period to provide a figure by year and to distribute data entered by year to the periods. If no data is available for the period, equal distribution is used. If data is already available for the period, analog distribution is used

Use the same tables and locking concept as the ERP planning transaction.

ERP Customizing is interpreted and cost center planning logic in ERP is used example to check if cost center is locked for planning, validity date of cost center and version locked for certain year.

You can only make use of the Web Dynpro based planning functionality if Building Block 589 Planning and Reporting with Web Dynpro has been activated. Contact your system administrator to find out if this Building Block has been activated.

This can be verified by using transaction BSANLY_BI_ACTIVATION and check if content bundle /ERP/FCOM_PLANNING is active.

If you do not wish to use new BW-IP based planning function, you can always plan in SAP GUI KP06 as described in subsequent steps.

Procedure

To use option 1 (SAP GUI) make sure that you have executed all steps listed in chapter Error: Reference source not found Error: Reference source not found.

1. Access the transaction using one of the following navigation options:




SAP ECC menu Favorites → Cost Center: Cost Element Planning (Basic)

Transaction code N/A


Business role Internal Controller

(SAP_NBPR_INT_CONTROLLER_M)

Business role menu

Internal Controller → Cost Center Planning → Cost Element Planning → Cost Element Planning (Basic)

2. On the Cost Element Planning (Basic) Screen, make the following entries and execute:


Comment

Version 2 Plan version APO

Fiscal year <Budget year> Current year+1

Select your Fiscal year variant with using F4 budget year example K4/ 2014

Posting period <From and To Period>

001 to 012

Cost center hierarchy

<Your controlling area cost center hierarchy>

Take F4 and select For example Germany

<10001000>

Cost Element Hierarchy


Take F4 and Select

1000YB1000_CE

Cost Center/ Cost Center Group

No input for cost center group

Cost Element/ Cost Element Group


Take F4 and select For example 1000100_CE

Inclusion of charts that react immediately to data entryCharts can be embedded within the planning applications to enhance their appeal to users.

3. You can plan multiple cost center/cost element in same screen. Enter your plan data or update the plan number as required.

4. You can plan for any non-operating cost center for example enter cost center 1750 and cost element 680000 (Office Supplies) with amount 5000

5. On the Cost element Planning (Basic) screen you also view plan/actual comparison. The data can be viewed in Table or Table and Graphic by changing the display As option.

6. You can use other functions such as revaluate (to increase plan value) and Distribute (Distribute Year to Periods).




ResultPlanning data is entered using new template for detail planning for cost center/cost element and revaluation/ distribution. CO planning function is based on BW-IP.

4.7 Setting Planner Profile

UseBefore entering plan data manually with transactions or via Excel, you must specify the kind of data to plan (detail with fixed and variable split, kind of currency, and so on) and the planning layout. You must specify a planner profile.



SAP ECC menu Accounting → Controlling → Cost Center Accounting → Planning → Set Planner Profile

Transaction code

KP04




Business role menu

Overhead Cost Controlling → Planning → Planning Preparation → Set Planner Profile

2. On the Set Planner Profile screen, enter planner profile YBALL_01 and choose Enter.

ResultPlanning layouts and settings are defaulted.

4.8 Downloading Cost Elements to Excel for Income/Expense Budget

UseThis activity downloads cost elements to Excel for income/expense budget.

Prerequisites

For information about the Excel interface and Excel in-place functionality, see SAP Note 1094693. Make sure that the security settings for your Excel version are set according to the description in the Note.

Before continuing, in the following step, Excel is used as in-place functionality. If the security settings are not set as described in the SAP Note, correct functionality is not assured.



The following settings must only be added once. If the file description exists, you do not need to repeat the following steps.

The file description is needed for the Excel upload of planning costs on cost centers. The file description must be saved separately so that it can be accessed in uploading the file. This activity has to be executed before the first time of planning. Check in the following steps the correct assignments:

The planner profile YBALL_01 is set (transaction KP04).


SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Set Planner Profile

Transaction code

KP04


Business role



Business role menu

Overhead Cost Controlling → Planning → Planning Preparation → Set Planner Profile

1. Access the activity using one of the following navigation options:


SAP ECC menu

Accounting → Cost Center Accounting → Planning → Current Settings → Create User-Defined Planner Profiles

Transaction code

S_ALR_87005852 / KP34




Business role menu

Overhead Cost Controlling → Planning → Planning Preparation → CO Maintain Planner Profile

2. On the Change View Planner Profiles: Overview screen, select YBALL_01.

3. Choose General Controlling.

4. On the Change View General Controlling: Overview screen, select first line Cost ctrs: Cost element/activity inputs.

5. Choose Layouts for controlling.

6. On the Change View Layouts for Controlling: Overview screen, select Y1-101.

7. Choose Default Parameters.



8. On the Cost Element/Activity Input Planning: Initial Screen Pre-Parameterization, make the following entries:

Field name Description User actions and values Comment

Controlling Area Controlling Area 1000

Version 2

From Period <From period> 1

To Period <To Period> 12

Fiscal Year <budget year> For example Current Year+1

Cost center group <cost center group> for example 1000

Activity Type No input for overhead costs

Cost element No input if group is provided

Cost element group

<primary cost element group>

for example 100_CE


10. On the Change View Layouts for Controlling: Overview screen, save your entries. .

11. On the Change View Layouts for Controlling: Overview screen, select Y1-101 and choose Default Parameters.

12. On the Cost Element/Activity Input Planning: Initial Screen Pre-Parameterization, choose (NWBC: Menu ) Goto Overview Screen (F5).

13. The system displays the message File description 01_1P1_YBALL_01_001Y1-101 has been generated.

14. If a macro warning is displayed, choose Activate macros.

15. On the Maintain file description screen, an Excel sheet appears as in-place functionality and the general information you entered in step 8 is shown.

If the Excel in-place sheet does not appear, or if the general information is not shown, do not perform the next steps. Leave this step WITHOUT saving and check whether your security settings are correct as described in SAP Note 1094693.

16. If the information from step 8 is shown on the Maintain File Description screen, choose Save File Description.

17. Choose Save Excel Layout.


19. Quit the transaction.

20. Save and Enter the necessary information for the customizing request, then choose Continue.

On the Change View Layouts for Controlling: Overview screen, you may be prompted – depending on the systems settings – to create a customizing order.





SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Cost and Activity Inputs → Change

Transaction code

KP06




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Change Cost Element/Activity Input Planning

2. On the Change Cost Element/Activity Input Planning - Initial Screen, make the following entries:


Layout Y1-101

Version 2

From period <From period> 1

To period <To Period> 12

Fiscal year <Budget year> For example: Current Year+1

Cost center group

<any non-operating cost center group>

For example 120

Activity Type <no input> Do not enter * in this field (no entries)

Cost element grp


For example 100_CE

3. To display all relevant cost elements, select Form Based and choose Overview.

4. Confirm macro warning with activate macros if this message appears.

5. On the Change Cost Element/Activity input planning: Overview screen, an Excel sheet appears as in-place functionality and the general information that have been defined in the planning profile is shown.

If the Excel in-place sheet does not appear, or if the general information is not shown, do not follow the next steps. Leave this step WITHOUT saving and check whether your security settings are correct as described in SAP Note 1094693.

6. Delete the Cost Element Total line (last one). Before deleting the row, you may have to unprotect the sheet. To perform this task, use Review/ Unprotect sheet in Excel, delete the row and save the file.

7. From the Excel menu, choose File Save Copy As and save a copy for each cost center. The file name is in the form budget_cc_yyyy_xx...xx where cc = version, xx...xx = cost center, and yyyy = budget year.

8. Save the file in Excel format *.xls.



Remember to use (next combination) arrows to page and save a file for each cost center. Do not use Delete, Paste, and Sort functions in Excel. Add new records at the bottom.

It depends on scope which cost centers should be planned.

ResultThe cost elements are downloaded to Excel for income/expense budget.

4.9 Updating Budget Values for Income and Expense Excluding Operations

UseThe cost center manager updates the Excel spreadsheet and e-mails to the cost controller.

ProcedureThis is done outside the SAP system.

Open the saved document. Update the document and save it as a text file *.txt or *.csv in the format budget_cc_yyyy_xx...xx where cc = version, xx...xx = cost center, and yyyy = budget year. An example could be budget_02_2010_1231.txt.

Notes for Editing the SpreadsheetDo not use Delete, Paste, Sort functions in Excel.

Add new records at the bottom of the spreadsheet. Use Review Protection Unprotect Sheet to allow changes and delete totals line before saving as a tab-delimited text file with the same name.

A second worksheet can be used for calculations, graphs.

Do not delete cost element or remove plan values, instead , enter 0.ResultThe Excel spreadsheet is now saved in the correct format for upload.

4.10 Uploading Cost Elements for Income and Expense Excluding Operations

UseIn this activity, you upload cost elements for income and expense excluding operations.





SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Cost and Activity Inputs → Change

Transaction code

KP06




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Change Cost Element/Activity Input Planning

2. Choose (NWBC: Menu ) Extras Excel Planning Upload. Ensure that Excel is not running.

3. Import a single file or a directory. The last line Cost Element (Total) must be deleted. The files to be uploaded are converted from xls to txt for data update

4. Select the path to the file on your PC and enter file description 01_1P1_YBALL_01_001Y1-101.

5. Provide the decimal notation as maintained in user settings.For example for US: 1,234,567.89.For example for DE:: 1.234.567,89

6. Choose Execute. Remember to check the logs.

ResultThe file is uploaded correctly.

The new planner profile needs a new file description.



SAP ECC menu


Transaction code

KSBL




Business role menu


4.11 Plan Statistical Key Figures

UseYou use the statistical key figures to calculate key figures for reporting, and the figures are also used as the basis for periodic allocation.





SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Statistical Key Figures → Change

Transaction code

KP46




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Change Stat. Key Figure Plan Data

2. On the Change Statistical Key Figure Planning screen, make the following entries:


Comment

Version 2 Plan/actual version

Periods 1 to 12 Jan. to Dec.

Year <Fiscal Year> Current fiscal year + 1

Cost center provide cost center for example 1101, 1301, 1302

Statistical key figure

provide statistical key figure

for example 1002

Entry Form-based

3. Choose Overview Screen (F5).

4. On the Change Statistical Key Figure Planning: Overview screen, make the following entries:


Current plan value Provide plan value For example 100

5. Choose Post (Ctrl+S).

ResultThe cost centers for which you have planned one or more statistical key figures can now serve as receivers in the allocation cycles (periodic reposting, plan distribution, and plan assessment).

4.12 Executing Plan Assessment

UseDuring the automatic secondary cost planning, you can plan secondary costs both on a value basis (as a plan assessment) and on a quantity basis (with indirect activity allocation).

Assessment is used to allocate primary and secondary costs. The original cost elements are combined and allocated to the receiver cost center in an assessment cost element.

The assessment is used to further allocate the costs of buildings and maintenance.



Prerequisites A plan assessment cycle must be defined in Customizing.

The statistical key figures used as the tracing factor in the cycle must be planned.

The sender cost centers must be planned with primary costs.

You use cost elements with cost element category 42 for the plan assessment.

The following cycle has been defined for the plan assessment:

Cycle Segment Sender CC Tracing Factor Receiver

Y_P020

Ass. shared facility (plan) DE

100

buildings & maintenance cost

1750

Buildings and maintenance

for example stat. key figure 1002(plan)

Area in sq. footage

Cost center

group 1000



SAP ECC menu Accounting → Controlling → Cost Center Accounting → Planning → Allocations → Assessment

Transaction code

KSUB




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Execute Plan Assessment Cycle for Cost Centers

2. On the Execute Plan Assessment screen, enter the required data:

Field name

Description User actions and values

Comment

Periods Two fields, with a From and To field.

One number (from 1 to 12)

Month number (Jan =1, Dec=12)

Only fill out the first field. Do not enter a value in the second field.

Year Budget Year Current fiscal year + 1

Test run X Until the run is error-free

Detailed lists

X

Cycle Y_P020 Ass. shared facility (plan)

3. Choose Execute.

ResultThe primary costs that have been manually and automatically planned for buildings and maintenance cost centers are assessed for the corresponding receiver cost centers based on the planned statistical key figures.



To display the existing cycles, choose Extras Cycle Display.

4.13 Plan Accrual Costs

UseYou should start the plan accrual once you have completed manual primary cost planning. During this process, overhead cost percentages are used to plan accrued costs for the corresponding cost centers.

You define an overhead percentage rate for accruing the additional employee benefit costs. Reference cost elements are the costs for wages and salaries. The accrued costs are credited to an order with order type Accrual Order.

Prerequisites A costing sheet with valid overhead rates must be defined in Customizing. An order serves as the accrual object. This accrual order corresponds to the actual postings, which enables you to compare and contrast the plan and actual costs. The overhead rates are usually identical to those for actual accrual.

Accrued employee benefit costs O/H rate Base

Vacation bonus paid Example (10%) Wages

Yearly bonus Example (10%) Wages and salaries

Other labor costs Example (10%) Wages and salaries

Vacation salaries Example (10%) Salaries

To carry out the planned accrual calculation, you also have to plan the labor costs (cost elements 620100 to 620300 and 630000 to 630300) on all reasonable cost centers (from Cost Center Group 1000) as described in section Primary Cost Planning.

The overhead O/H rates are to be checked and adopted to the individual business needs in transaction KSA8. Choose Extras Settings Percentage Method in the menu. Then double-click the overhead rates and save.



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Planning Aids → Accrual Calculation

Transaction code

KSA8




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Plan Accrual for Cost Centers

2. Enter the required data on the Plan Accrual Calculation for Cost Centers screen.

Field name Description User actions and Comment



values

Cost center group

Cost center Group

For example 1000- Default Germany

Version 2 Plan/actual version

Periods 1 to 12 Jan. to Dec.

Year Plan Year Current fiscal year + 1

Test run X Until the run is error-free

Detailed lists X

3. Choose Execute.

Result

Overhead rates cannot be transported and have to be maintained manually in Customizing

You can use Extras Settings Percentage Method to display the allocation structure.

4.14 Confirming Non-Operating Cost Center Budget

Option A: If the data is correct, proceed to the next step.

Option B: If the data is incorrect, go back to preceding planning steps.

4.15 Final Planning Steps: Operating Cost Center Budget

Use

This step is not needed if production is not activated (only relevant with production).

Before finalizing the cost center planning all cost centers are to be planned. If production (part of library) is included in scope the manufacturing cost centers are to be planned before executing the following steps.

This step is not needed if production is not in scope.

Procedure



For this activity, run the Manufacturing Cost Center Planning (176) scope item document in its entirety, using the master data from this scope item document.

4.16 Final Planning Steps: Copying AOP to Active Version

UseIn this activity, you copy AOP (planning version 2) to active version (planning version 0).

Prerequisites

If manufacturing cost centers are also to be planned make sure that scope item Manufacturing cost center planning (176) scope item is finalized before doing this step.



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Planning Aids → Copy → Copy Plan to Plan

Transaction code

KP97




Business role menu

Overhead Cost Controlling → Planning → Planning: Cost Centers → Copy Planning

2. On the Copy Planning - Initial Screen, select All Cost Centers.

3. In the Template version, enter 2. In Period from to Period to, enter 1 to 12. In fiscal year, enter the budget year.

4. In the Target version, enter 0. In fiscal year, enter the same as what you entered in the template.

5. In Plan Data, select All plan data. In Existing Plan Data, select Do not change.

6. The Test Run can be selected as needed. Then, choose Execute.

ResultThe data is copied correctly. The planned activity prices of version 0 can be used for the step Create Frozen Costing Run, Execute and Mark as Future Planned Price of scope item AOP-Standard Cost Calculation (178).

Version 0 in cost center accounting is the version in which actuals are stored.





SAP ECC menu


Transaction code

KSBL




Business role menu


4.17 Locking AOP and Active Version for Planning

UseIn this activity, you lock AOP (annual operative planning) and active version for planning.



SAP ECC menu

Accounting → Controlling → Cost Center Accounting → Planning → Current Settings → Maintain Versions

Transaction code

S_ALR_87005830




Business role menu

Overhead Cost Controlling → Period End Closing → Maintain Version Settings

2. Double-click Maintain Settings of Version in Controlling Area.

3. In the Determine Work Area dialog box, enter 1000 as the controlling area.

4. Select version 0 and double-click Settings for each Fiscal Year.

5. Choose version locked for the budget year and then choose Save.

6. Repeat the preceding steps for version 2 when this version is relevant for your scope.

On the Change View Settings for Each Fiscal Year: Details screen, you may be asked – depending on the systems settings – to create a customizing order.

ResultNo planning changes are possible in AOP or the active version.



5 Appendix

5.1 Reversal of Process Steps All steps cannot be reversed

Upload cost elements for income and expense excluding operations

Transaction code (SAP GUI)

KP06

Reversal: Delete planned costs


KP06 (+shift F2), KP90,



Business role menu

Overhead Cost Controlling Planning Planning: Cost Centers Change Cost Element/Activity Input Planning

Comment KP90 is used for a deletion in mass

Plan Statistical Key figures


KP46

Reversal: Delete plan data


KP46 (+shift F2), KP90, KP91



Business role menu

Overhead Cost Controlling Planning Planning: Cost Centers Change Stat. Key Figure Plan Data

Comment KP90 and KP91 are used for deletion in mass

Plan Assessment


KSUB

Reversal: Reverse plan assessment


KSUB (with shift+F8)



Business role menu

Overhead Cost Controlling Planning Planning: Cost Centers Execute Plan Assessment Cycle for Cost Centers

Comment Same transaction but with Shift+F8



Plan Accrual Costs


KSA8

Reversal: Reverse plan accrual costs


KSA8 (with F7)



Business role menu Overhead Cost Controlling Planning Planning: Cost Centers Plan Accrual for Cost Centers

Comment Same transaction but with F7

5.2 Used FormsNot applicable.

5.3 SAP ERP Reports

UseThe following table lists the most frequently used reports that help you obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

ReportsReport title


Business role (NWBC) Business role menu (NWBC)

Comment

Cost Center: Plan Line Items New

KSBPN Enterprise Controller


Overhead Cost Controlling ReportingCost Centers Cost Centers: Plan Line Items New

A Report for Plan l Line Items for Cost Center New


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