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AL BATHA TRADING AND INDUSTRY CO

End User Documentation - Controlling

Santosh Battini

6/7/2011

Confidential and Proprietary Information This document contains information that isproprietary to Al Batha and its associated companies and subsidiaries. Transmittal, receipt,or possession of this document does not express license, or imply rights to use, sell, design,manufacture, or to have manufactured, any product, concept, or service from thisinformation. No reproduction, publication, or disclosure of this information, in whole, or in

part, electronic or otherwise, shall be made without prior written authorization of an Officerof Al Batha. Authorized transfer of this document from the custody and control of Al Bathaconstitutes a loan for limited purposes, and this document must be returned to Al Batha uponrequest, and in all events, upon completion of the purpose(s) of the loan.



END USER DOCUMENTATION CO MODULE

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DOCUMENT CONTROL SECTION

All rights are strictly reserved. No part of this document may be reproduced in any form or byany means without prior written permission from Al Batha.

Distribution List

Company Al Batha Group

Classification Public For Internal Use Only Proprietary Confidential Top Secret

No. pages

Document Type Report System Documentation Deliverable General Guidelines &

Procedures

Revision History

Date Version Description Author Approved

09 Oct 2008 06 End User Document - Controlling Sultan Abdul Kader Saji P

Oommen

05 Dec 2010 08 End User Document - Controlling Santosh Saji P

Oommen

07 Jun 2011 09 End User Document - Controlling Santosh Saji P

Oommen

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TABLE OF CONTENTS

1. Favorites...................................................................................42. Set Start Transaction...............................................................63. Set Controlling Area................................................................74. Set Operating Concern............................................................75. Create Profit Center group......................................................76. Create cost center group........................................................97. Create Cost element group...................................................118. Create Internal Order- Real Assignment..............................13

9. Create Internal Order- Statistical Assignment....................1710.Cost Center Planning............................................................2011.Activity Type Planning..........................................................2512.Activity Type Dependent Cost Planning..............................2713.Plan Cost Splitting.................................................................3014.Activity Type Price Calculation............................................3115.Reposting of Costs ...............................................................3316.Reposting of Revenues…………………………………………3517.Repost Line Items..................................................................37

18.Settlement of Internal order..................................................3919.Execute Actual Distribution..................................................4120.Assessment of Cost..............................................................4321.Settlement of Variance to Material.......................................5022.Enter Profit centre documents.............................................5823.Create Actual Line item in CO-PA........................................60

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24.Repost CO-PA Accounting Document.................................63

25.Report painter/Report writer Reports..................................6526.Drilldown Reports..................................................................69

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Reposting of Costs

1. Favorites

Favorites

The Menu path is arranged horizontaly .

You can maintain Favorite Transaction codes,Reports etc.

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To Add Transaction code ,Folder Right click on the Favorite

To Change, Delete Transaction code/Folder Right click on the Transactioncode/Folder.

You can Also Add transaction codes, Reports by Drag and Drop.

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Master Data

3. Set Controlling AreaNote

When using transactions within the Controlling Module for the first time, a

“Set Controlling Area” pop up window is displayed.

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Action

Fill in your Controlling Area e.g. 1000 and ClickSave as User Parameter.

4. Set Operating ConcernNote

When using transactions within the CO-PA (Profitability Analysis) Module for the first time, a “Set Operating Concern” pop up window is displayed.

Action

Fill in your Operating concern e.g. 1000 and Click

Save as User Parameter.

5. Create Profit Center group

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Alternative Profit center group can be used for Reporting,Planning and Allocation.

If you need to create,change or display Profit center group, follow these steps.

Transaction Create Profit Center GroupResponsibility DATA MANAGER / FINANCE DEPT.

Menu Path Accounting -> Controlling -> Profit center AccountingMaster data -> Profit center group -> Create/Change/Display

Transaction code KCH1 / KCH2 / KCH3.

SCREEN FIELD INPUT COMMENTSCreate Profit center group:Initial screen

Profit centre Group

Reference:Profit centre Group

Controlling area

Name of your newProfit center group.

Only enter if copyingfrom another Profitcenter group

Controlling area towhich referenced groupexists

Leave blank for now

Click

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Action

Click on node you created to select

Enter description for your Profit center group.

Click on Profit center

Enter the Profit centers you wanted assign to this Group.

Click on icon

Note : Use Same Level and/or Lower Level to create Multi level Groups.

To delete a Profit center from a Profit center group

Click on and to remove a Profit center from a Group

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6. Create cost center group

Business Process Procedure OverviewCost centers can be grouped according to alternative viewpoints. To achieve this, the R/3system lets you build different cost centers groups. These groups are freely definable andyou can have as many groups as you wish.

Cost centers groups are used in Reports, Allocation & Planning.

Transaction Create Cost Center Group

Responsibility DATA MANAGER / FINANCE DEPT.Menu Path Accounting -> Controlling -> Cost centers

Master data -> Cost Center group -> Create/Change/Display

Transaction code KSH1, KSH2, KSH3.

SCREEN FIELD INPUT COMMENTSCreate cost center : Requestscreen

Cost centre Group

Reference:

Cost centre Group

Controlling area

Name of your newcost center group.Only enter if copying

from another costcenter group

Controlling area towhich referencedgroup exists

Leave blank for

now

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Click

Action

Click on node you created to select

Enter description for your Cost center group.

Click on Cost center

Enter the Cost centers you wanted assign to this Group.

Click on icon

Note : Use Same Level and/or Lower Level to create Multi level Groups.

COST CENTER GROUP _____________________________________has been created

To delete a Cost center from a Cost center group

Click on and to remove a cost center from a Group

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7. Create Cost element group

Business Process Procedure OverviewYou can gather cost elements with similar characteristics in cost element groups.You can use cost element groups in the information system, for example. You can use thecost element group structure to define the row structure of your reports. Totaling operationstake place per node in the report.You can use cost element groups whenever you want to process several cost elements inone operation (for example, in cost center planning or in distribution and assessment).Cost element groups are freely definable and you can create as many groups as you wish.

Transaction Create Cost Element GroupResponsibility DATA MANAGER / COSTING DEPT.

Menu path Accounting -> Controlling -> Cost elementsMaster data -> Cost Element group ->Create/Change/Display

Transaction code KAH1,KAH2,KAH3.

SCREEN FIELD INPUT COMMENTSCreate Cost elementgroup: Initial screen

Cost Element group

Reference:Cost element group

Chart of accounts

Your Costelement groupname.

Leave blank

Leave blank

Click

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Click on.

You have now Created Multi level Cost Element Group

8. Create Internal Order- Real Assignment

Business Process Procedure OverviewInternal orders are generally used to plan, collect and settle the costs of internal jobs and

tasks. The SAP R/3 System enables you to control your internal orders throughout their entire life-cycle; from initial creation, through the planning and posting of all the actual costs,right up to final settlement and archiving:

Transaction Create Internal Order Responsibility Organization

Menu path Accounting -> Controlling-> Internal Order ->Master data ->Special functions-> Order->create

Transaction code KO01

SCREEN FIELD INPUT COMMENTS

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Create Internal order: Initialscreen

Order type

Reference :Order

102

Only fill in if creatingwith reference toanother order

You can select therelevant order type

from the possibleentries screen

Leave blank for training

Click on

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SCREEN FIELD INPUT COMMENTSCreate Internal Order: Master data

Order

Short Text

Company code

Object class

Profit center

Responsible Costcenter

Requesting CCtr WBS element

Leave blank

Sales Promotion

1300

OCOST

The Profit center towhich the Internal order is assigned.The cost center incharge of this order.

Settlement Cost center Settlement WBSelement

Internally numberedby the system

Overhead costs

Click on Control Tab

Click on

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Click on

NOTE: Normally the Settlement receiver is the Requesting Cost center or the WBS Element. You van Overwrite the default receivers.

SCREEN FIELD INPUT COMMENTSMaintain Settlement Rule:Overview

Category

Settlement receiver

%

CTR or WBS

Enter the costcentres from your Company code.

The Percentage for each Cost center.

The Internal order can be settled to 2or more costcenters.

Click on

Internal Order ____________________________ has been created

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9. Create Internal Order- Statistical Assignment

Business Process Procedure OverviewInternal orders are generally used to plan, collect and settle the costs of internal jobs andtasks. The SAP R/3 System enables you to control your internal orders throughout their

entire life-cycle; from initial creation, through the planning and posting of all the actual costs,right up to final settlement and archiving:

Transaction Create Internal Order Responsibility Organization

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Menu path Accounting -> Controlling-> Internal Order ->Master data ->Special functions-> Order->create

Transaction code KO01

SCREEN FIELD INPUT COMMENTSCreate Internal order: Initialscreen

Order type

Reference :

Order

4000

Only fill in if creating

with reference toanother order

You can select therelevant order typefrom the possibleentries screen

Leave blank for

training

Click on

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Create Internal Order: Master data

Order

Short Text

Company code

Object class

Profit center

Responsible Costcenter

Leave blank

Sales Promotion

1300

OCOST

The Profit center towhich the Internal order is assigned.The cost center incharge of this order.

Internally numberedby the system

Overhead costs

Click on Control Tab

Click on

Actual Posted CCtr – Enter the Cost center to which the actual expensesare posted.

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Cost planning is part of overall organizational planning and the requirement for standard

costing, which is distinguished by the planning of values and quantities in specific timeframesindependently of the actual values from past periods.Planning costs and quantities can be drawn upon to determine allocation (activity) prices.The plan price can be used for valuation of internal activities during the ongoing periodbefore the actual costs are known.

Set Planner ProfileYou use planner profiles to control the planning process and include a hierarchy structure.You specify the planning layout used for each planning area such as cost element/activityinputs, activity type/activity price or statistical key figure planning. A planner profile must

contain one planning layout for each planning area. Profile items assign the planning layoutsin the planner profile. Currently each planning area must have exactly one profile item.

Transaction Cost Center PlanningResponsibility Cost Center Manager Menu path Accounting -> Controlling -> Cost centers->

Planning -> Set Planner Profile

Enter the Planner profile SAP103

Click on

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From the Cost Center Accounting ScreenTransaction Cost Center PlanningResponsibility Cost Center Manager Menu path Accounting -> Controlling -> Cost centers

Planning-> Cost element/activity input -> changeTransaction code KP06


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Change cost element /activity input Planning : Initial

Screen

VersionPeriod

PeriodFiscal year Cost center toCost center group

Cost elementCost element group

0001

0122010Leave blankLeave blankYour Company Cost center groupLeave blankYour Primary cost elementgroup.

Use F4

The one youcreated.

Click on Form-based to select

Click on

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Change cost element / activityinput planning :Overview Screen

Cost element

Total plan costs

The Cost element, if you have selected

the Free based

Enter the amount for each expense.

For the periods asentered in the

header

To plan for the next cost centre

Click on (period screen)

You have the option to overwrite the Period Amount

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Click on to post planning

2. Activity Type Planning

From the Cost Center Accounting ScreenTransaction Cost Center PlanningResponsibility Cost Center Manager Menu path Accounting Controlling Cost centers

Planning activities changeTransaction code KP26

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SCREEN FIELD INPUTChange cost element /activity input Planning : InitialScreen

VersionPeriodPeriodFiscal year Cost centre

toCost centre groupActivity type

00010122010Enter your cost center fromproduction cost centersLeave blankLeave blankEnter your Activity type.


Click on

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SCREEN FIELD INPUT COMMENTSChange Activity Type/Priceplanning :Overview Screen

Cost centre

Planned Activity

Distribution key

Fixed PriceVariable Price

The Production Costcenter

Enter the amount

2

Leave BlankLeave Blank

The price iscalculated by thesystem

automatically.


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3. Activity Type Dependent Cost PlanningFrom the Cost Center Accounting ScreenTransaction Cost Center PlanningResponsibility Cost Center Manager Menu path Accounting Controlling Cost centers

PlanningCost element/activity Input changeTransaction code KP06

SCREEN FIELD INPUT

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Change cost element /activity input Planning : Initial

Screen

VersionPeriod

PeriodFiscal year Cost centre

toCost centre groupActivity TypeToGroupCost elementtoCost element group

0001

0122010Enter your cost center fromproduction cost centersLeave blankLeave blankThe activity type you createdLeave blankLeave blankLeave blankLeave blankEnter your Group


Click on

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Change cost element /activity input Planning :Overview Screen

Activity type

Cost Element

Plan Variable cost Enter amount in each costelement.


4. Plan Cost Splitting

Business Process Procedure OverviewThe Costs planned at cost center level (activity independent costs) are to be split to all the

activity types for activity type calculation.The costs are split on the basis of hours planned for each activity type.

Transaction Plan Cost SplittingResponsibility Cost Center Manager Menu path Accounting -> Controlling -> Cost centers ->

Planning -> Allocation ->Splitting .Transaction KSS4

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SCREEN FIELD INPUT COMMENTSPlan cost split : Initial screen Cost centre group

VersionPeriod

PeriodFiscal year Detailed list

Enter cost center group0001

0122005activate.

5. Activity Type Price Calculation.

Business Process Procedure OverviewThe R/3 System calculates the price of an activity type on a cost center by dividing the sumof all the costs of this cost center by the plan activity or capacity.

Transaction Activity Price CalculationResponsibility Cost Center Manager Menu path Accounting Controlling Cost centers

Planning AllocationPrice calculation.

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Transaction KSPI

SCREEN FIELD INPUT COMMENTSExecute Plan pricecalculation : Initial Screen

Cost centre groupVersionPeriodPeriodFiscal year Detailed list

Enter cost center group00010012000activate

ACTUAL POSTINGS

6. Reposting of CostsBusiness Process Procedure Overview

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Reposting of costsReposting of Cost and Revenue can be used to pass Cost and Revenue from one cost object to

another cost Object. For instance from Cost center cost to WBS Elements, Costs and Revenuefrom One Internal order to another Internal order.Eg. Expenses was posted to wrong cost center – 1300, instead of 1301. This can corrected inCO-Reposting.From the Accounting screen.

Transaction Reposting of Cost

Responsibility Accounts ClerkMenu path Accounting Controlling Cost center Accounting

Actual postingsManual Reposting of costEnter Transaction code KB11N


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Enter Reposting of Costs : Initial

Screen

Document Date

Posting Date

Screen Variant

Cost center( Old)

Cost Element

Amount

Cost center( New)

Today’s date

Today’s date

Cost center

The cost center to becredited

Primary cost element

Amount

The cost center to bedebited.

Change the ScreenVariant to post to another Cost object.

Click on

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Enter Reposting of Revenues : Initial

Screen

Document DatePosting Date

Screen VariantCost center( Old)Cost ElementAmountCost center( New)

Today’s dateToday’s date

Cost center cost center to be creditedPrimary cost elementAmount

The cost center to bedebited.

Change the Screen Variant to post to another Cost object.

Click on

8. Repost Line ItemsBusiness Process Procedure Overview

Repost Line ItemsReposting of Line Items can be used to pass Line Items from one cost object to another costObject. For instance from Cost center cost to WBS Elements, Line Items from One Internal order to another Internal order.Eg. Document XXXXXXXX was posted to wrong cost center – 1303, instead of 1302. This cancorrected in CO-Reposting.

Transaction Repost Line Items

Responsibility Accounts Clerk

Menu path Accounting Controlling

Cost center Accounting

Actual postingsRepost Line ItemsEnter Transaction code KB61

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Enter Reposting of Line Items : InitialScreen

Document Number

Company Code

Fiscal Year

document which generatesthe CO documentCompany code to which thedocument belongs toYear Of the document

Execute

Change Acc Assgt1 and then Save

Period End Closing

Business Process Procedure OverviewPeriod End Closing

Period-end closing in Overhead Cost Controlling is a part of the work that is executed at period-

end throughout the entire organization. Before you can close a period in Overhead CostControlling, the data that is flowing into Overhead Cost Controlling from other components mustbe complete. In particular, all postings in Financial Accounting that are relevant to CostAccounting must have been carried out.

9. Settlement of Internal orderBusiness Process Procedure Overview

Settlement of Internal order

An internal order is usually used as an interim collector of costs and an aid to the planning,monitoring, and controlling processes needed. When the job has been completed, you settle the

costs to one or more receivers (cost center, fixed asset, profitability segment, and so on).

Transaction Internal order settlement

Responsibility Accounts ClerkMenu path Accounting -> Controlling-> Internal order->

Period end closing ->Single Function -> Settlement->Individual processingTransaction code KO88

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SCREEN FIELD INPUT COMMENTSActual settlement order Order

Settlement periodPosting periodFiscal Year Test run

order number

Deactivate.

Click on Execute Button

10.Execute Actual DistributionBusiness Process Procedure Overview

DistributionDistribution is used to allocate the primary costs of a cost center. The following informationis passed on to the receivers:

The original cost element (that is, the primary cost element) is retained.Sender and receiver information (for example, which are the sender and receiver costcenters) is documented using line items in the CO document.

You can use the information system to analyze the distribution results according to sender and receiver relationships.

Transaction : Distribute Costs Center CostsMenu path: Accounting -> Controlling -> Cost center Accounting->

Period end closing->Singlr function->Allocation->DistributionTransaction code KSV5

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Menu path Accounting Controlling Profitability analysisActual PostingPeriod end closing Transfer cost center cost/Process costsAssessment.

Transaction code KEU5


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Execute ActualAssessment: Initial Screen

PeriodFiscal year

Process with:Background processingTest run

Detailed lists

Cycle

Enter current period2005

leaveleave or flag tocheck for errorsflag

Enter your cycle

Cycles should berun in thebackground inorder to avoidoverloading thesystem at busytimes.

Click on

Check for any errorsMake corrections if necessaryRemove the test flag and Execute

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12.Settlement of Variance to Material.

Business Process Procedure OverviewSettlement of the variances results in the following in Financial Accounting:

For materials whose price control indicator is set to S, the variances are passed to aPrice difference account without affecting net income.If the material’s price control indicator is set to V, the variances are passed to theInventory, a new moving average price is computed, and the inventory is revaluated.

For materials with price control indicator S, you can settle the total variance to a profitabilitySegment in EC-PCA.

Transaction Settlement of Variance to Material.

Responsibility OrganizationMenu path Accounting -> Controlling -> PRoducr cost controlling->Cost Object

Controlling -> Product cost by Order -> Period end closing->Singlefunctions->Settlement-> Individual processing.

Transactioncode

KO88


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Actual Settlement Process order Settlement Period

Fiscal year Test run

Process order number.

Deactivate

Click on

13. Enter Profit centre documentsBusiness Process Procedure Overview

Profit center Documents

You can use this function to import external data to Profit Center Accounting via batch input.You can also use it to create the opening balance for transferring Additional Balance Sheet Items

to Profit Center Accounting.You can also use this function to transfer costs and revenues between Profit centers.

Transaction Profit centre Document

Responsibility Accounts ClerkMenu path Accounting -> Controlling-> Profit center Accounting->

Actual postings ->Profit centre document->Enter Transaction code 9KE0

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SCREEN FIELD INPUT COMMENTSCreate Profit center document Layout

Document type Posting date

Choose theappropriate Layout.PC

8A-001

CLICK ON

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Input your Company code and click

Sample document is posted for your reference,Note : Enter minus sign for credit amount.

CLICK To Post the Document

14.Create Actual Line item in CO-PA.Business Process Procedure Overview

Profit center Documents

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You can use this function to import external data to Profitability Analysis via batch input or any

missed posting in CO-PA.

From the Accounting screen.

Transaction Create Line item

Responsibility Accounts ClerkMenu path Accounting -> Controlling-> Profitability Analysis->

Actual postings ->Create line item.Transaction code KE21N

SCREEN FIELD INPUT COMMENTSCreate Line item :Initial Screen

Posting date

Record Type

Usually Month End

F

CLICK ON

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Input the nesscessary data

Enter only theProduct.Plant and Divisionand Click on DERIVATION.Make sure the requiredCharacteristics are derivedautomatically or you needto enter it manually.

You can also create Entry (like variants), that variant can be used for next time.

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CLICK ON

Enter the Amount in Required value field.

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SCREEN FIELD INPUT COMMENTSEnter Line item Repostings :Document Row Selection. Document Number

Company Code

Original Document

Billing Doc,

FI Document

CLICK ON for more parameters.

Then CLICK ON

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CLICK ON

DO THE REQUIRED CHANGES

CLICK ON

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REPORTS

16.Report painter/Report writer Reports

Please add the following Transaction codes & change the description in your favouritelist for Reports.

KSBB Cost centre Reports

KE5A Profit centre ReportsKKSB Product Costing Reports

KE3Y CO-PA ReportsKOC2 Internal Order Reports.

Double click on the Transaction Code,

Eg: KSBB – Cost centre Reports

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To select a report click on the report and then click on

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SCREEN FIELD INPUT COMMENTSPAYROLL EXPENSES:

Selection

Fiscal year

From PeriodTo Period Cost Centre Group

Or values

Cost element group

Or values

2005

11 Enter you cost center groupleave blank

Enter cost elementgroup or leave blankLeave blank

Click on

For Excel Output, Choose Environment->Options then,

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In Office Integration, choose Microsoft Excel Radio button for Exceloutput.

NOTE:

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Same functionality can be used in internal order Reports and StandardProfit centre Reports.

17.Drilldown Reports

Transaction CO-PA Reports

Transaction code KE3Y

Select the report desired from your Favourite list.

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Fill up the Selection Variable and in the Output type Option, you havethree options as mentioned above, choose the desired one and

NOTE:

Same functionality can be used inCO-PA Reports, Production/Process Reports, use defined Profitcentre Reports.