KO04-Order Manager – Create, Change and Display Internal Orders

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Updated: 5/11/2017

I. Overview Transaction KO04-Order Manager allows the user to create, change, and display Internal Orders (IOs) all within one transaction. It can be used in place of old transaction codes KO01, KO02, and KO03 to create, change, and display IOs, respectively. Access the transaction via the SAP Portal by clicking on Controlling > Manage Master Data > Order Manager

Or, from within an active SAP session, type “/nKO04” and then click or hit Enter.

KO04-Order Manager – Create, Change and Display Internal Orders

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The screenshot below shows the different attributes and functions within the transaction.

1. Enter – used to confirm entries or continue processing 2. Standard transaction commands (left to right):

a. Save – used to save changes or a newly created IO b. Back – used to navigate to the previous screen c. Exit – used to exit the transaction or navigate to the Session Menu screen d. Cancel – used to cancel processing of a transaction; sometimes used in conjunction with Exit

3. Processing commands (left to right): a. Create – used to create a new IO without reference b. Copy – used to create a new IO with reference; when using this function, make sure to go through all the

relevant fields including hidden screens like Settlement Rule and Settlement Parameters c. Show/Hide Worklist – used to display or hide Personal Worklist of IOs d. Change (not shown in screenshot) – icon appears when an IO has been displayed; used to make changes

on the IO 4. Personal Worklist selection options

a. Order – used to enter single or multiple IOs; IOs entered or worked on by the user will appear under this selection option. This list refreshes periodically. If you establish a list you wish to keep, you can download and save this list onto your local drive.

b. Selection Variant – used to create or change a specific list of selection criteria; IOs fitting the selection criteria, whether or not they were worked on by the user, will appear here. For guidance on how to create a Selection Variant, please see the following Job Aid in the BASE Training Center: Creating Personal Selection Variants in KO04-Order Manager

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II. Display an Internal Order 1. Begin by accessing transaction code KO04-Order Manager via Controlling > Manage Master Data in the SAP

Portal or by typing “/nKO04” in the SAP session command box and then click or hit Enter (both shown in the previous section).

2. Check the Personal Worklist. The default selection variant is “Order”. If the IO you wish to display is not shown,

click on Order to search for the desired IO.

KO04-Order Manager – Create, Change and Display Internal Orders

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3. Enter a single IO number, or, if you wish, click on the multiple selection icon to enter a list or a range of IOs. If entering only one IO number, click or hit Enter to return to the previous screen after populating the Order field.

Multiple Selection Screen

a. The default is to enter a list of single values. To do this, copy your list from Excel or Notepad and click on

Upload from Clipboard. b. Use the Select Ranges tab to enter lower and upper limits for a number range, if this is the chosen

selection method. c. When done, click Copy.

KO04-Order Manager – Create, Change and Display Internal Orders

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If you are not able to see the Multiple Selection icon or your Search Help looks different from the screenshots above, do the following:

a. Go to Help > Settings

b. In the Personal Settings pop-up window, click on the F4 Help tab and, in the Display section, mark the radio button for Dialog (modal). Click or hit Enter to continue.

4. On the next window, select the desired IOs either by (a) marking each record or (b) clicking on Select All for a list of IOs. Click or hit Enter to continue.

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5. The IO value/s will now appear in the Personal Worklist. Click on an IO to display the master datum.

6. Click on the tabs to display various attributes. Use the vertical and horizontal scroll bars to navigate to areas not seen on the screen.

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III. Change an Internal Order

1. With the desired IO being displayed, click on the Change icon.

2. Navigate to the tab/s and field/s to be modified. Enter the new value/s. In some cases, there are drop-down menus to choose values from. Select the desired value by double-clicking on it. Notice that in “change” mode, the updatable fields have a white background.

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3. Confirm the new value/s and click Save.

4. SAP will give a confirmation message at the bottom of the screen. Notice that the updatable fields have now been greyed-out.

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IV. Create an Internal Order

1. Create an Internal Order either by clicking on the Create (left) or Copy (right) icon. NOTE: For the Copy functionality to work, the IO to be copied should be displayed. Also, copying an IO means almost all attributes will be copied. Go through the master data fields to ensure that only the values that should transfer over are copied. This is especially important for WBS and Asset-related IOs.

2. If Create is selected, the Order Type field in the pop-up window below must be populated. Do this either by direct entry or selecting from the drop-down menu. When done, click or hit Enter to continue.

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3. Fill in the relevant fields. Navigate to the various tabs and Settlement Rule areas and populate fields, as necessary. NOTE: Please refer to the Controlling Manual for guidance on fields to be populated and proper IO set-up.

4. Click or Hit Enter. Review fields that have been populated. Click Save when done. NOTE: Ensure that there are descriptions for account assignment fields, e.g. Responsible and Requesting Cost Centers, Requesting Functional Area, etc. This is a sign that the master data exist.

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5. SAP will give a confirmation message at the bottom of the screen. Note that the newly created IO number now appears in the Personal Worklist.

You have now used transaction KO04-Order Manager to create, change, and display an Internal Order. For additional Costing (CO) literature, please visit The BASE Training Center.