Create Actual Assessment 11/12/07 (via KSU5) (KSU1) Purpose Use this Assessment transaction, to create a cycle to be executed typically at the end of a month (and at year-end), for the allocation of costs incurred by one or more cost center/s to many other cost centers. As an example, Financial Reporting would use this cycle to assess wireless service costs to schools and departments. Important Note : Since the basis of charging out costs to various Receivers could be different (e.g. Long distance phone 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 a chargeback/cost allocation to be carried out from one or more Sender Cost Center/s to many Receiver cost centers. Prerequisites Master data used in the creation of the assessment cycle, such as Cost Centers, Orders, Functional Areas, Statistical Key Figures, etc., must exist. Menu Path You cannot directly go the KSU1 transaction. Therefore use the following menu path(s) to begin this transaction: Select SAP menu Accounting Controlling Cost Center Accounting Period End Closing Single Functions Allocations KSU5 - Assessment In the KSU5 main screen select Extras Cycle Create or Shift+F5. Transaction Code KSU1 Helpful Hints From within T-code KSU5 (Execute Assessment), it is possible to access following related T-codes: KSU1 - Create Assessment
Transcript
Create Actual Assessment 11/12/07 (via KSU5) (KSU1)
Purpose
Use this Assessment transaction, to create a cycle to be executed typically at the end of a month (and at year-end), for the allocation of costs incurred by one or more cost center/s to many other cost centers. As an example, Financial Reporting would use this cycle to assess wireless service costs to schools and departments.
Important Note: Since the basis of charging out costs to various Receivers could be different (e.g. Long distance phone 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 a chargeback/cost allocation to be carried out from one or more Sender Cost Center/s to many Receiver cost centers.
Prerequisites
Master data used in the creation of the assessment cycle, such as Cost Centers, Orders, Functional Areas, Statistical Key Figures, etc., must exist.
Menu Path
You cannot directly go the KSU1 transaction. Therefore use the following menu path(s) to begin this transaction:
Select SAP menu Accounting Controlling Cost Center Accounting Period End Closing Single Functions Allocations KSU5 - Assessment
In the KSU5 main screen select Extras Cycle Create or Shift+F5.
Transaction Code
KSU1
Helpful Hints
From within T-code KSU5 (Execute Assessment), it is possible to access following related T-codes: KSU1 - Create Assessment Cycles, KSU2 - Change Assessment Cycles, KSU3 - Display Assessment Cycles, and KSU4 - Delete Assessment.
Note: No menu path is available for this transaction; therefore, you can also access it by entering KSU1 in the command field.
Procedure
1. Start the transaction using the menu path or transaction code KSU5.
No menu path is available for this transaction; therefore, you can also access it by entering KSU1 in the command field.
2. Double-click .
Execute Actual Assessment: Initial Screen
3. The transaction code to create an Assessment Cycle is not available through the CO module; therefore, to access KSU1, select Extras Cycle Create or Shift+F5.
Cycle R A collection of rules for cost allocation. A specific cycle can contain a number of segments.
The naming convention for Assessment cycles will be maintained by the Financial Reporting office. The convention is structured as follows:
First Character - Alpha character to identify the location (F=Food Service, E=ETS, B=BECON).
Second and Third Characters - The last two digits of the ending fiscal year (2007=07).
Fourth through Sixth - Consecutive numbers.
Example: E07001
Start Date R Date from which the first recurring entry is to be carried out.
Enter the date this cycle will begin. It is usually July 1st for each fiscal year, as Cycles are usually set up annually and executed throughout the year.
Example: 07/01/2006
Cycle O A collection of rules for cost allocation. A specific cycle can contain a number of segments.
In the Copy from section, the parameters from an existing cycle can be used as the basis to create a new cycle. In this example an existing cycle will not be copied.
Example:
Start Date O Date from which the first recurring entry is to be carried out.
Enter the Start Date of the existing Cycle.
Example:
Controlling Area O The Controlling area in SAP is a high-level organizational data sub-division that facilitates cost accounting internally to an organization. In accounting terms, it represents another ledger that is posted with information together with the FI ledger, and
Enter the Controlling Area of the existing cycle - SBBC's Controlling Area is SBBC.
Example:
5. Click to proceed with the creation of an Assessment Cycle.
6. As required, complete/review the following fields:
Field Definitions
Field Name R/O/C Description
To (date) R Description of the To.
It is highly recommended that the validity of an assessment cycle be effective throughout the end of the current fiscal year.
Example: 06/30/2007
Text R Text field for transaction information.
Enter the title of the cycle.
Example: ETS - Allocation of Svc Charge
Cumulative O Description of the Cumulative.
The Cumulative option can be used to execute the distribution for more than one period. However, it is recommended that the distribution be executed period by period.
Example:
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Make sure to uncheck the field as this will default. If left checked, this iteration option will be repeated until each sender is fully credited (a small remainder may be left over in some cases).
Segments are set up to segregate the various financial structures, such as Fund-based segments or Functional Area segments.
8. As required, complete the following fields:
Field Definitions
Field Name R/O/C Description
Segment Name R Title of segment. Each segment denotes a group of senders/receivers which are processed according to the same distribution rule.
Enter the Segment's name.
Example: E07001-001
Segment Description
R Description of the Segment Description.
Enter the Segment's description.
Example: ETS - Aircard Service Charges
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By selecting the Lock Indicator , the segment will not process in the cycle. You may use this when there is no data to select in that fund or suppress a segment from execution. If the cycle containing no data is executed, the system will display a warning and not execute the cycle.
9. As required in the section of the tab, complete/review the following fields:
Assessment CEle R A secondary cost element for costs that are assessed between Controlling objects.
Enter the Assessment Cost Element. This cost element is the secondary cost element used for assessments. The cost element can be selected using
the drop down icon to view available selection options.
Example: 99105001
Sender rule R Description of the Sender rule.
Select appropriate Sender rule from the drop-down
menu .
Posted amounts - cycle will total, costs posted to the sender.
Fixed amounts - the department/Financial Reporting will maintain the amount to be distributed.
Fixed rates - the department will maintain the rates to be distributed (i.e. duplicating copies).
Example: Fixed rates
Share in % R Description of the Share in %.
Enter the overall percentage allocated to this Receiver fund.
Example: 100.00
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The field is defaulted in the cycle, as an actual assessment is performed. Moreover CO - Planning is not implemented in SBBC as all planning functions are handled by Budget Department.
10. In the section of the tab, complete/review the following fields:
Field Definitions
Field Name R/O/C Description
Receiver rule R Determines how receiving tracing factors are determined.
Enter the Receiver rule using the drop-down menu
to select from the available options. In this example, "Variable portions" is selected as the basis is going to be Actual SKF of the Receivers.
Example: Variable portions
Field Name R/O/C Description
Var.portion type R Description of the Var.portion type.
The Variable portion type will only appear if the Receiver rule is selected "Variable portions". Select an appropriate variable by using the drop-down
menu to view the available options.
Example: Actual Statistical Key Figures
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Selecting Sender & Receiver rules will determine other rules and types. For example, when you choose fixed amounts for the Receiver Rule, the selection fields and tabs in subsequent screens will change accordingly.
11. As required in the tab, complete/review the following fields:
11.1 In the section of the tab, complete/review the following fields:
Field Definitions
Field Name R/O/C Description
Cost Center R An organizational unit within a controlling area that represents a defined location of cost incurrence.
Enter the Cost Center where costs were initially incurred and are to be assessed from.
Example: 2600097770
Functional Area R Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.
Select the appropriate Functional Area associated with this cost center, as this Sender attribute is essential to for the cycle to determine the "sending amounts". In few other cycles, this is not required.
Example: 6400000000000000
Fund R A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations.
Enter the Fund associated with Sender Cost center/amounts.
Example: 1000
Grant R Grants can be defined in SAP as any external reimbursement or funding.
Enter the Grant number. In many cases on the sender, it will be "Not Relevant", as most Senders are in the General Fund.
Example: not relevant
Cost Element O Primary Cost Elements will be created automatically for each revenue/expense GL account. Secondary Cost Elements have no corresponding GL accounts in FI, but they are used in CO for internal cost allocation and reporting.
If posted amounts of Cost Elements are used in assessments, then enter the Cost Element.
Example: 53720000
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All of the fields in the above table offer the capability to enter value ranges by
completing the and fields, or to enter groups by completing the
field. In addition you can also use the dropdown menu to select the appropriate value.
11.2 In the section of the tab, complete/review the following fields:
Field Definitions
Field Name R/O/C Description
Order O Description of the Order.
Enter the Internal Order number to which the costs are to be distributed as Receivers. In this example, orders are not the receivers.
Example:
Cost Center O An organizational unit within a controlling area that represents a defined location of cost incurrence.
Enter the Cost Center where costs were initially incurred and are to be assessed from. In this example, a Group is selected as the receiver.
Example: ETS_ALLOC
Functional Area O Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.
In general, it is not necessary to select the Functional Area associated with Receiver cost center. One exception is when the Receiver rule is "Actual Costs" based on postings in the Receiver Cost Centers, for which it is necessary to specify to search the appropriate Receiver Functional Areas. Therefore, in few specific cycles, this is required to be specified.
Example: 7301000000000000
Fund R A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations.
Enter the Fund associated with Sender Cost center/amounts.
Example: 1000
Field Name R/O/C Description
Grant R Grants can be defined in SAP as any external reimbursement or funding.
Enter the Grant number. Except the Grant Fund segment, this value will be "Not Relevant".
Example: not relevant
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All of the fields in the above table offer the capability to enter value ranges in the
and fields. Also, this can be done by entering groups and completing
the field. In addition you can also use the dropdown menu to select the appropriate value.
11.3 If you are using a group for any of the fields in the tab, you must double click on the entered value (in this example, on the cost center group ) to ensure the system has properly established the necessary relationships.
Note that this screen will change according to the Segment Header criteria selected.
15. In the section of the tab, complete the following fields:
Field Definitions
Field Name R/O/C Description
Stat. key fig. R Description of Stat. key fig.
Enter the Statistical Key Figure to be used for the calculation of the distribution.
Example: WIRE1
Activity Type C A unit in a controlling area that classifies the activities performed in a cost center.
Enter the Activity to be used for the calculation of the assessment. In this example, an Activity Type is not being used.
Example:
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All of the fields in the above table offer the capability to enter value ranges in the
and fields. Also, this can be done by entering groups and completing
the field. In addition you can also use the dropdown menu to select the appropriate value.
16. CAUTION for next step : Only in some cycles, click to view the receiver weighting factors in the cycle. The screen shot below illustrates the cost centers in the
group that will get 100% of total posted costs. As seen in this case, the combination of Fund, Functional Area, Grant and Cost Centers specified as possible Receivers results in 64 combinations. In some other cycles, this may lead to numerous possible combinations, due to which the system will take a long amount of time to display the Receiver Weighting factors, and in some cases the transaction may "hang up". The user is advised to exercise caution in this step.
The message indicates that the cost element entered does not exist. In order to proceed with the next steps, you must now correct the error(s). In this case you must correct the cost element.
18. Click to exit the message window
19. Click to save when you have completed entering the details of the cycle.
