SAP General Controlling Configurationgfdgfdfdgfd Configurationgfdgfdfdgfdsgdsg sgdsg Step 1: Define your controlling Area: -
Trans Transacti action on code code EC16 EC16 (use (use the the copy copy funct function ion wher wheree possib possible) le) Maintain Maintain the the settings settings for your your controlli controlling ng area area by using the transac transaction tion code OX06. The settings should like similar to the following:
Notes: - You can can chan change ge the the cont control rollin ling g area area name name at any any time time - The currency currency of the the controll controlling ing are are can either either be the local local curren currency cy of the company company code, the group currency cu rrency,, or any other parallel currency currenc y that is required for country specific valuation - The The curre currency ncy type type cou could ld be be count country ry spec specif ific ic - The chart chart of accoun accounts ts used, used, would would be the the same char chartt of account accountss that is is used for for the country of the controlling area - The K4 fisc fiscal al varian variantt is pre-d pre-deli eliver vered, ed, and and can be chang changed ed when when requir required ed - In addition addition to the standard standard hierarchy hierarchy that is is used used for PCA and CCA, CCA, you you can define define another hierarchy using the transaction transaction code KCH5. If you choose the option to not use the standard hierarchy, then you must make the settings for “Do not use Std Hier.” - Multip Multiple le company company codes codes can can be assign assigned ed to the the same contr controll olling ing area, area, and and not vice vice versa. - If you you choose choose to use use Profita Profitability bility Analysis, Analysis, you you must must create create an Operat Operating ing Concern. Concern.
Step 2: Assign the company code to the controlling Area: -
Trans ransac acti tion on code code OX19 X19 The settin settings gs should should look look simi similar lar to the follow following ing
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If you you did choose choose to maint maintain ain an operat operating ing concer concern, n, you you must also also assi assign gn your your company code to the operating concern You can can assign assign mult multipl iplee company company codes codes to a cont control rollin ling g area area
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Step 3: Maintain settings for the controlling Area: -
Use Use the the tran transa sact ctio ion n cod codee OKK OKKP P In this this step, step, you you had already already defined the setting settingss for the company company code, code, but there is one element that needs to be completed, you also need to the define a freely defined name for the Cost Center Standard Hierarchy as shown below:
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As part part of of the standard standard automati automaticc setting, setting, you will see that that the the Reconcili Reconciliation ation Ledger is active. This setting ensures that any posting in Finance Finance that uses a CO object, object, will also be posted simultaneously to CO. You also also need to determi determine ne what elements elements of of Controll Controlling ing will will be activated activated,, the settings within the transaction should look similar to the following:
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Activation Activation is year year dependant, dependant, so you you need to decide decide upfront, upfront, how how long long (in (in years) years) that the activation needs to to be. To be safe, use use the current year year to 9999. If you are are going to also upload previous year data into SAP, SAP, please be sure to make this setting to cover those previous years. Not all all components components of CO need to to be activa activate, te, but but when when in doubt select select everythi everything. ng. If in the initia initiall stages stages of your configurati configuration, on, you you had decided decided to create create an operating operating concern, and assign it to the controlling area, then the profitability analysis component that is shown above will be shown as being activated.
Step 4: Maintain number ranges for controlling documents: -
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Use Use tra trans nsac acti tion on code code KANK KANK Wher Wheree possi possible ble use use the the copy copy fun funct ctio ion n for this this In every every SAP SAP solution solution there there will will be a controlling controlling area available available that that is is country country specific for you to choose from – use this controlling area to make this task easier. easier. In many solutions this controlling area number is 0001. Use the the inter internal nal numb number er assi assignme gnment nt feat feature ure wher wheree possib possible le The numb number er rang ranges es will will appear appear simi similar lar to the the foll followi owing: ng:
Please Please note, note, the the number number range range defi defined ned in CO CO is not not fiscal fiscal year year depen dependant dant.. The numb number er range rangess used used in FI FI is not the the same same numb number er range range used used in in CO. Mos Most impo imporrtant ant of all, all, you should never transport number ranges, always create them in the target system.
Step 5: Maintain Actual / Plan Versions: -
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Must have one one Actual version. version. In standar standard d SAP, SAP, this this version version is repres represented ented by the the number “0” Is it it optional optional to have have plan plan versions versions in SAP SAP.. In the the standard standard system, system, the the number number “0” “0” also represents Plan version. You can can have have as many many plan plan versi versions ons as requi required red.. No tran transa sact ctio ion n cod codee ava avail ilab able le
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The basi basicc screen screen for for the the settin settings gs of vers version ion woul would d appear appear as foll follows ows::
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For every version you need to make the settings for Profit Center Accounting
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Plea Please se note note that that it is is fisc fiscal al year year dep depen endan dant. t. The vers version ion Locke Locked d Key is is only only used used when when planni planning ng is not not to be be updated updated anym anymore ore
For every version you need to make the settings for Controlling Area Settings
For every version you need to make the settings for Each Fiscal Year
For every specific year, you need to ensure that the configuration is made as follows (simply double click on the year)
Please note, if you are using Profitability Analysis Analysis (PA) (PA) and Project Systems (PS), there are additional elements of configuration that needs to be completed.
SAP Cost Element Controlling Configuration Any G/L account that needs to be a part of the P&L structure or that requires the posting to a specific cost object (cost center, internal order etc.), needs to be created as a cost element. - Trans Transacti action on code code FS00 FS00 will will create create the G/L account account - Trans Transacti action on code code KA01 KA01 will will crea create te the the cost cost elemen elementt Cost Element Master Record - The cost cost eleme element nt number number is is the same same numbe numberr of the the G/L master master recor record d - The cost cost elem element ent is is time time depend dependant ant.. When When in doubt doubt use 1950 1950.01. .01.01 01 to 9999.12. 9999.12.31 31 - Cost elements elements can be either either primary primary or or secondary secondary.. A primary primary cost cost element element is that that cost element that is update in real-time from FI postings that is co upled with a CO object, for example rent expense to a plant cost center - A secondary secondary cost cost element element is used typic typically ally as as a flow flow through through postin posting, g, such such as WIP or re-allocations. - Cost elements elements need to be assi assigned gned the appropriate appropriate cost element element category category,, such as “1” “1” represents primary costs and “11” represents a revenue posting - You can also also specify specify a default default cost cost center center for for a specifi specificc cost element element master master record. record. In the case where you have multiple company codes using the same chart of accounts, this may not be a good idea (use OKB9 instead). Automatic Creation of Cost Elements - Instead Instead of having to create create the the cost cost element element master master record record (KA01) (KA01) every time you create a new G/L account, you can have the system create it for you. you. Use the transaction code (OKB2). Please note, this is chart of accounts specific.
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As part part of of daily daily reporti reporting, ng, you you may see the the need need to group your cost elements elements into into specific freely defined categories. categories. This can be done using transaction code KAH1. KAH1. Please note, a cost element can only belong to one category. IT IS IS VER VERY Y IMPOR IMPORT TANT TO MAKE MAKE AN INFORM INFORMED ED DECISION DECISION WHEN ASSIGNING A COST ELEMENT CATEGORY TO COST ELEMENT, SINCE WHEN A POSTING IS MADE TO A COST ELEMENT, YOU CANNOT CHANGE THE COST ELEMENT CATEGORY ANYMORE.
SAP Profit Center Accounting Configuration -
Trans ransac acti tion on code code 0KE5 0KE5 The setti settings ngs on on this this screen screen shoul should d appear appear simil similar ar to the the follow following ing::
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The standard standard hierarchy hierarchy name that that appears appears on this this screen screen is very very import important, ant, as as it represents the top level hierarchy name for the company. company. The dummy dummy profit profit center shown above must also be created created either using transactio transaction n code KE51 or using the configuration menu path
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Before Before you you start start using PCA, the fiscal fiscal year year shown shown here must be set set as active. active. The activation of this fiscal year is set in the following screen maintained under General Controlling configuration
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Before Before you start start making postings postings to PCA, must also activat activatee the postings postings that that should should occur. This is done using the following menu path
The completed screen is relevant b y fiscal year and should appear similar to the following:
At the end of the year you need to be able to net Revenues and Costs into Net Income, and carry forward this balance into the new fiscal year. year. This setting is done as follows using transaction code 2KET, or the following menu path:
To do this you need to specify the G/L account for retained earnings by chart of acco unts. This step is done as follows:
SAP Profit Center Accounting Master Data Configuration Before you begin creating profit center master data, it is important to map out exactly what the profit centers in an organization represents. It is also important important to determine the numbering convention to be used for the profit center master data. -
Profit Profit center center maste masterr data data can cros crosss company company codes codes if requir required. ed. Determ Determine ine profi profitt center center number numbering ing conven conventio tion n before before creatin creating g master master data data Determ Determine ine whic which h company company codes codes are are requir required ed for for the the profit profit center center Dete Determ rmin inee valid validit ity y peri period od for for prof profit it cent center er
Before you begin creating profit center data, you need to make the following configurations: Profit Center Group: This element of master data can be created either from the user menu by using the transaction code KCH1 or by b y using the following menu path in configuration:
You can maintain as many groups as required, as this helps you in better reporting. -
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Profit Profit center center master master data data is time dependan dependant, t, so be careful careful that that the the correct correct validity validity date is entered. Before Before a profit profit center center can be be used used it it needs needs to be activated. activated. You can can either either perform perform the activation as a part of the profit center creation, use KE52 and activate, or as part of the mass activation process, you can navigate as per the above screen to activate the profit center master data It is is a very good and and normal normal practi practice ce to create your profit profit center center hierarchy hierarchy and structure in the SAP development environment, and then transport this hierarchy up to production as it will save you a lot of time in creating the master data.
SAP Profit Center Accounting Posting Configuration To post financial information into PCA, the following must be performed
In the standard system, the document type A0 comes pre-delivered (use it)
The number ranges used in PCA is is fiscal year specific, and should appear similar to the following:
It is good practice just to use the fiscal year 9999, as it will ensure that PCA will be valid forever. In standard SAP reporting, reporting, you have the option to use SAP pre-delivered reports. Before these reports can be used, you may need to generate these reports, this activation step can be done as follows in SAP configuration:
SAP Cost Center Master Data Configuration Before you begin creating cost center cen ter master data, it is important to map out exa ctly what the cost centers in an organization organization represents. It is also important important to determine the numbering convention to be used for the cost center master data. -
Cost Cost cent center er maste asterr dat dataa cannot cross company codes. Determ Determine ine cost cost center center number numbering ing conven conventio tion n before before creati creating ng master master data data Dete Determ rmin inee vali validi dity ty per perio iod d for for cost cost cen cente ter r
Before you begin creating profit center data, you need to make the following configurations: Before using CCA in SAP SAP,, you need to activate it. This can be done by using the following path or transaction code OKKP: OKKP: (Please note this step is already done as part of the general controlling configuration, but check it just in case):
Most of the configuration is already done as part of the general controlling and PCA set set up, but the following may still be required: requ ired: -
Crea Creati tion on of Busi Busine ness ss Area Areass
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Crea Creati tion on of Func Functi tion onal al Area Areass
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Creat Creatio ion n of of cos costt cen cente terr cat catego egori ries es
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Creati Creation on of of cost cost cent center er grou groups ps (tra (transa nsacti ction on code code KSH1) KSH1)
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Creat Creatio ion n of of tax tax juri jurisd sdic icti tion on codes codes
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Creati Creation on of profit profit center center master master data data (tra (transa nsacti ction on code code KE51) KE51)
SAP Automatic Account Assignment Configuration Transaction code OKB9, and this screen should appear similar to the following:
In many processes across a company, there is the need for the intervention of automatic account assignment where certain staff may not be kn owledgeable about what cost centers, business areas or profit centers to use when posting to a G/L account – this configuration setting helps to streamline that process. You must be aware of the following: - This configurati configuration on is company code and G/L account specific. specific. Therefore Therefore if you are working in a multi-company code environment, you need to make sure of the assignments that you are making - All P&L P&L accounts accounts maintaine maintained d in this configurati configuration on must must be maintained maintained as a cost element. - Before Before making making this this configu configuration ration,, all relevant relevant elements elements of the the master master data must already exist (cost element, profit center, cost center, business area) You can specify the following: - For a specific specific company code, G/L account, account, you always always want want a specific specific cost cost center center to default for the posting (please note that although this cost center will default at the time of the G/L entry, entry, the user still has the opportunity to override the cost center) - For a specific specific company code, G/L account, account, you always always want want a specific specific profit profit center to default for the posting (please note that although this profit center will default at the time of the G/L entry, entry, the user u ser still has the opportunity to override the profit center) - For a specific specific company company code, code, G/L G/L account account,, cost center, center, you always want a specific specific business area to default for the posting posting (please note that although this this business area will default at the time of the G/L entry, the user still has the opportunity to override the business area). Also take note that the business are is already maintained in the cost center master record - In cases cases where where you you want to make make multiple multiple account account assignments assignments for the the G/L and profit profit center combination, you can use the functionality
SAP Internal Order Configuration Internal orders are cost collectors, where the costs are temporarily held until they are allocated (settled) elsewhere. elsewhere. Internal orders have defined senders and receivers. The basic configuration for internal orders is as follows: - Activa Activate te Order Order Managem Management ent (tran (transac sactio tion n code OKKP) OKKP) for for the control controllin ling g area - Create Create Inter Internal nal Order Order Typ Typee (trans (transact action ion code code KOT2_O KOT2_OP PA)
As part of the internal order, order, you need to determine the reason for the order. There are many parameters that are pre-delivered, hence you will need to determine the settings that is the best fit for your internal order (there are no set rules for this configuration) -
Assi Assign gn a num numbe berr range range for for your your int inter erna nall orde order r
Please note internal order number ranges can be internal or external. The number range has to be assigned to the internal order group.
Preparing the Internal Order for Settlement So you have posted an internal order in a transaction, but now you need it to settle to a destined receiver rece iver.. This configuration is done in the following configuration block:
The transaction code that is used for the settlement of internal order is KO88 and KO8G
Preparing for Profit Center/Cost Center Planning So far you have done the configuration required for planning including the creation of the versions required for planning. You can manually manua lly enter plan data into SAP by using the transaction codes: co des: - Cost Cost Cent Center er Plan Planni ning ng (KP0 (KP06) 6) - Inte Intern rnal al Ord Order er Pla Plann nnin ing g (KPF (KPF6) 6) - Prof Profit it Cent Center er Plan Planni ning ng (7KE (7KE1) 1) - Profit Profit Center Center Plan Plannin ning g for for Balan Balance ce Sheet Sheet account accountss (7KE3 (7KE3)) The transactions above will allow you to manually enter the plan data into SAP, SAP, either based on a period by period basis, or on an annual pro-rated basis. This however may take a lot of time, so in SAP you can develop a Planner Profile. Within the areas of CCA, PCA, IO, there are separate transaction codes used for creating planner profiles, but the following will demonstrate the use of planning for Cost Center Accounting Use the menu path:
Click on “New Entries”, and assign a name to your profile
Save the profile
Highlight the profile and double-click on the left where titled “General Controlling”, and the following screen will appear:
Populate the screen as required from the listed options, and your completed screen should appear similar to the following:
Save your entries, and select on the left “Layouts for Controlling”. The populated screen should appear similar to the following:
Save your entries.
Using the transaction code KP26, your populated po pulated screen should look similar to the following:
Free – SAP input screen Form Based – Excel Integration
Click on Enter, and the following Excel template will be made available Rules for the excel template: - No speci special al chara characte cters rs such such as as commas commas,, curren currencie ciess are allowed allowed - Do not change change the the lay layout out of the the exce excell fil filee - The values values maint maintain ained ed on the excel excel sprea spreadsh dsheet eet adds adds to the the plan data, data, it it does not not override
