Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Work Instruction Execute Actual Assessment 11/12/07
KSU5
Purpose Use this Assessment transaction, typically at the end of a month (and at year-end), for the allocation of costs incurred by one cost center to many other cost centers. To edit and/or change an Assessment Cycle. use T-code KSU2; and to display the Assessment Cycle, use the T-code KSU3. These T-codes are also accessible from within the T-code KSU5. Important Note: Since the basis of charging out costs to various Receivers could be different (i.e. wireless service 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 an assessment to be carried out from one or more Sender Cost Center/s to many Receiver cost centers based on an allocation base (maybe by Activities, Costs, or Statistical key figures). Prerequisites In the case of Posted Amounts, the requisite charges must already be posted to the Sender Cost Center, for the particular month for which the cycle is being executed. There must also be valid receiver cost centers, allocation bases etc. Menu Path Use the following menu path(s) to begin this transaction: •
Select SAP menu Accounting Controlling Cost Center Accounting Single Functions Allocations KSU5 – Assessment Closing
Period End
Transaction Code KSU5 Helpful Hints From within T-code KSU5 (Execute Assessment), it is possible to access other related T-codes: KSU1 – Create Assessment Cycles, KSU2 – Change Assessment Cycles, KSU3 – Display Assessment Cycles, and KSU4 - Delete Assessment.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Procedure
1.
Start the transaction using the menu path or transaction code KSU5.
SAP Easy Access
2.
Double-click
.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Execute Actual Assessment: Initial Screen
2.1
To view an example involving steps concerning an assessment run in test mode that generated errors, go to steps 3 through10.
2.2
To view an example involving steps concerning an assessment successfully run in test mode, go to steps 11 through13.
2.3
To view reports generated by the assessment, go to steps 14 through36.
2.4
To view an example involving steps concerning an assessment successfully run in production mode, go to steps 39 through 43
2.5
To view steps involving the reversal of an assessment, go to steps 44 through46.
2.6
To view steps involving segment adjustments, go to steps 47 through57.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
3.
As required, complete the following fields: Field Name Period
R/O/C R
Description Unit that subdivides a fiscal year. Enter the beginning period of the assessment. Example: 10
To
R
Upper limit of the range to be selected from a list. Enter the ending period of the assessment. It is recommended that the beginning period and ending period are the same (i.e. Month-wise ). Example: 10
Fiscal Year
R
A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007
Cycle
R
A collection of rules for cost allocation. A specific cycle can contain a number of segments. Enter the Cycle. The cycle can be selected using the drop down icon options. Example: E07001
4.
Click
to view available selection
to execute the assessment in test mode. The Test Run box
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must be checked.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Basic List
The above screen shot indicates the assessment run in test mode encountered some message displayed. problems. This is apparent due to the
The above screen shot could also display an
5.
Click
message.
to view the messages that comprise the warning.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
CCA: Actual Assessment: Display messages
6.
Double-click
to view the explanation of the message.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Performance Assistant
This message indicates that due to the lack of transactions in Period 10, the assessment is not possible.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
7.
Click
to close the Performance Assistant window.
CCA: Actual Assessment: Display messages
8.
Click
to close CCA: Assessment: Display messages window.
9.
Click
to return to the Execute Actual Assessment: Initial Screen.
Exit list
10.
Click
11.
This is an example illustrating a successful assessment run. As required, complete the following fields:
when prompted.
Field Name Period
R/O/C R
Description Unit that subdivides a fiscal year. Enter the beginning period of the assessment. Example: 11
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Field Name To
R/O/C R
Description Upper limit of the range to be selected from a list. Enter the ending period of the assessment. It is recommended that the beginning period and ending period are the same. Example: 11
Fiscal Year
R
A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007
Cycle
R
A collection of rules for cost allocation. A specific cycle can contain a number of segments. Enter the Cycle. The cycle can be selected using the drop down icon options. Example: E07001
to view available selection
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Execute Actual Assessment: Initial Screen
12.
Click
to execute the assessment in test mode. The Test Run box
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must be checked.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Basic List
The above screen shot indicates the assessment run in test mode encountered no problems.
13.
Steps 14 through 36 display the various reports the assessment generated. The same reports would be generated when the assessment is run in production mode.
14.
To view the reports generated, either through a test or production run, click once to select the cycle.
15.
Click
to display the segments belonging to the cycle.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Segment List
The above screen shot indicates the cycle has two segments.
16.
Double-click
to view the segment’s CO document.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Actual Line Items
17.
Click
to exit the CO document screen.
Display Actual Line Items
18.
Click
when prompted.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
19.
Click
to view the sender’s details.
Display CCA: Actual Assessment Sender List
20.
Click
21.
Click
to exit the sender’s detail screen. to view the receivers’ details.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Receiver List
22.
Click
to exit the receivers’ detail screen.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Segment List
23.
Double-click
to view the segment’s CO document.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Actual Line Items
24.
Click
to exit the CO document screen.
Display Actual Line Items
25.
Click
when prompted.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
26.
Click
to view the sender’s details.
Display CCA: Actual Assessment Sender List
27.
Click
28.
Click
to exit the sender’s detail screen. to view the receivers’ details.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Receiver List
29.
Click
to return to the Assessment Basic List screen.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Basic List
30.
Double-click segments.
to view the cycle’s CO document. This report combines the two
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Actual Line Items
30.1
The CO document report can also be modified to provide sub-totals by Cost Centers.
30.2
To view Cost Center sub-totals, click object (Cost Center).
30.3
Click
to select the CO cost
to generate the sub-total report by Cost Center.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Actual Line Items
Scroll down to view the entire report.
31.
Click
to exit the CO document screen.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Actual Line Items
32.
Click
33.
Click
when prompted. to view the two segment’s’ sender details.
Display CCA: Actual Assessment Sender List
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
34.
Click
35.
Click
to exit the sender’s detail screen. to view the two segment’s’ receivers details.
Display CCA: Actual Assessment Receiver List
36.
Click
to return to the Assessment Basic List screen.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Basic List
37.
Click
to exit the Assessment Basic List screen.
Exit list
38.
Click
when prompted.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Execute Actual Assessment: Initial Screen
39.
To run the assessment in production mode, click
40.
Click
to deselect.
to view the performance settings. This step is optional.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Settings
41.
Click entries.
to exit the window without changes; click
42.
Click
to execute the assessment in production mode.
to execute changes; or click
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to check
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display CCA: Actual Assessment Basic List
The successfully run assessment will display the message “Processing completed without errors”.
43.
The reports generated through the production run are identical as the reports generated through test mode. See steps 14 through36.
44.
To reverse an assessment, complete/review the following fields:
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Execute Actual Assessment: Initial Screen
45.
44.1
The Period must be the same as the period of the assessment posting.
44.2
Remove the check mark from the Test Run box
44.3
Include the cycle to be reversed.
Select Assessment
.
Reverse or Shift+F8 to reverse the assessment.
Information
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
46.
Click
to return to the Execute Actual Assessment: Initial Screen.
Execute Actual Assessment: Initial Screen
47.
To adjust a segment, in the KSU5 screen select Assessment Shift+F11.
Segment Adjustment or
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Execute Seg. Adjustment: Assessment/Distrib./Per. Repost.: Initial Scr
48.
This step will go over the various sections of the Segment Adjustment screen.
48.1
In the Field Name
Period
section, complete the following fields: R/O/C R
Description Unit that subdivides a fiscal year. Enter the beginning period of the assessment to be adjusted. Example: 11
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Field Name To
R/O/C R
Description Upper limit of the range to be selected from a list. Enter the ending period of the assessment to be adjusted Example: 11
Fiscal Year
R
A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007
48.2
In the Field Name
Period
section, complete the following fields: R/O/C R
Description Unit that subdivides a fiscal year. Enter the period the adjustment should take effect. Note that the period of the Posting Parameter must be a later period than the Processing Parameters. Example: 12
Fiscal Year
R
A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year. Enter the fiscal year. Example: 2007
48.3
In the
section, make sure that
are checked. The been reversed and/or adjusted.
48.4
In the
,
,
will repost the new values of the segment once it has
section, complete the following fields:
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Field Name Cycle
R/O/C R
Description A collection of rules for cost allocation. A specific cycle can contain a number of segments. Enter the Cycle to be adjusted. Example: E07006
Start Date
O
Date from which the first recurring entry is to be carried out. Enter the Date. This field is optional; however, the system will use the date of the cycle. Example:
Segment from
R
Description of the Segment. Enter the Segment to be adjusted or the lowest value of the segments. Example:
Segment To
O
E07006-002
Description of the Segment. If a range of segments are being adjusted, enter the high value of the segment. Example:
49.
Click
to execute the segment adjustment in test mode.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Segment Reverse
The system has successfully reversed the segment in test mode without errors. Note that old data was used to process the reversal.
50.
Click
and the system will initiate the segment repost (rebook) in test mode.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Seg. Adjustment: Assessment/Distrib./Per Basic List
The system has successfully reposted (rebooked) the segment in test mode without errors. Note that new data was used to process the reposting.
51.
Click
to exit the test result screen.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
Display Actual Line Items
52.
Click
53.
Remove the check production mode.
when prompted. from the Test Run and click
to execute the segment in
Segment Reverse
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
The system has successfully reversed the segment in production mode without errors. Note that old data was used to process the reversal.
54.
Click
and the system will initiate the segment repost (rebook) in production mode.
Display Seg. Adjustment: Assessment/Distrib./Per Basic List
The system has successfully reposted (rebooked) the segment in production mode without errors. Note that new data was used to process the reposting.
55.
The reports generated through the production run are identical to the reports generated through test mode. See steps 14 through36.
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Title: Execute Actual Assessment 11/12/07 Functional Area : Finance Process : Controlling
56.
Click
to exit the production result screen.
Display Actual Line Items
57.
Click
58.
Click
59.
You have completed this transaction.
when prompted. to return to SAP main menu.
Result You have successfully executed and reversed an assessment; and adjusted a segment. Comments The Sender & Receiver locations will now be able to display the debits and credits, using the KSB1 – Cost Center Line Item display Report. Please note that the tracing factor information is available only in the Report generated during execution of the Cycles and not in the CO document finally generated after the execution. Therefore if you require that information, please save the reports during execution of the reports.
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