en_AC350_470_Col33

SAP AG 2003

AC350 Configuration Investment ManagementAC350Configuration Investment Management

THE BEST-RUN BUSINESSES RUN SAP

© SAP AG 2003

AC350Investment Management Configuration

SAP R/3 Enterprise Release

2003/Q3

Material number: 50063074

SAP AG 2003

Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

All rights reserved.

Copyright

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Prerequisite course:AC020 - Investment Management

Basic knowledge of SAP Project System, and a basic knowledge of SAP internal orders and SAP Plant Maintenance is an advantage

Course Prerequisites

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Target Group

Participants:Members of the project team responsible for implementing the Investment Management (IM) component

Duration: 2 days

Notes to the user:

The training materials are not teach-yourself programs. They complement the course instructor's explanations. Space is provided in the training materials for you to write down additional information.

There might not be enough time during the course to do all of the exercises. The exercises serve as additional examples of topics discussed during the course. Participants can also use these examples after completing this course to reinforce their knowledge.

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Course Goals

This course:Provides a brief overview of Investment Management business processesShows you the Customizing steps necessary for representing these business processes in the system

At the end of the course, you will be able to set up the following IM objects:

Investment ProgramAppropriation RequestInvestment Projects as Investment MeasuresInformation System

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Unit Objectives

At the conclusion of this course, you will be able to:

Configure investment programs in CustomizingConfigure appropriation requests in CustomizingConfigure investment projects as investment measures in CustomizingModify existing drilldowns and make Customizing configurations for summarization

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Business Process (1)

Internal orderproduction

line B3

Internal orderventilation

system

Pos 12:Investments production

WBS el. 2000-1Foundation

WBS el. 2000-2Building shell

WBS el. 2000-3Power supply

Asset:New admin. building

WBS el. 2000-41Windows

WBS el. 2000-42Doors

WBS el. 2000-4Interior

Inv. project 2000:New admin. building

Pos 111:Buildings

Asset:PC Pentium 100

Assets:Printer HPLJ 400

Budget orderComputer hardware

Pos 112:Fixtures & fittings

Pos 11:Investments

administration

Pos 13:Investments sales

& marketing

Pos 1:Investments DE

Pos 2:Investments GB

Investment ProgramIDES

Appropriation request


Our case company, IDES, is an international enterprise that uses R/3 Investment Management (IM) to carefully plan capital-intensive investments.

The company uses appropriation requests during the investment planning and decision-making phase. They represent desired investments, ideas for further development, or other planned activities, before they are actually implemented in the SAP system. Plan values are entered for appropriation requests, their profitability is analyzed, and they are subject to an approval process. Within the investment planning framework, appropriation requests enable IDES to include planned investments in their cyclical (annual) planning at an early stage, in the form of an investment program.

In this investment program, the investment plan and investment budget are created, and monitored at a level that encompasses all planned investment measures. The highest level of the investment program is a node representing the controlling area. At the next lower level, this node is split into the investments for the two subsidiaries that belong to this controlling area. IDES has a German and a British subsidiary. We will focus on the German subsidiary. (The British subsidiary maintains its own values.) To reflect the organizational units in the German subsidiary, the investment program has nodes for the three departments: Production, Sales and Marketing, and Administration. In the administration area, investments are planned for both a new administration building and for technical equipment. Therefore, this program position is broken down further into nodes for these two investments.

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line B3


system










Pos 111:Buildings





Pos 11:Investments

administration

Pos 13:Investments sales &

marketing






Once the decision has been made to approve the appropriation request, the request is replaced by a measure (project or order). Projects are suitable for extensive, long-running, planned investments, whereas orders are a better choice for smaller, more easily managed tasks. In keeping with this line of thought, the construction of the new administration building is represented as a project with numerous subnodes. Orders, however, offer sufficient functions for expanding the production line B3 and installing a new ventilation system. Another order is created to plan, budget, and manage the procurement of new computer hardware for the administration area. Your graphic displays the structure of investment planning for IDES (color key - green: Investment program position, violet: Appropriation positions, gray: Fixed assets).

IDES plans its costs bottom-up. To this end, the appropriation requests and investment measures are assigned directly to the end nodes of the investment program (that is, to the lowest level of the hierarchy structure). Plan values are entered on the appropriation requests or measures, and are rolled up automatically in the investment program.

IDES handles the approval of planned investments during the budgeting process. The approved funds are distributed to certain areas of responsibility during this process, and are distributed from there to concrete investment measures. An active availability control is applied at the level of the investment measures.

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line B3


system










Pos 111:Buildings





Pos 11:Investments

administration

Pos 13:Investments

sales & marketing






To carry out its investments, IDES needs goods, services and fixed assets from external sources, but also internal activities from its own cost centers. Most of the assigned funds is posted to the measures. At the same time, small investments that are placed into service immediately (see computer hardware) are posted as direct capitalizations to fixed assets. They are updated statistically to measures for the purpose of budget monitoring.

A balance sheet is drawn up monthly in IDES and management accounting closing is also carried out on a monthly basis. Costs that were collected on the measures, but which do not require capitalization, are settled to cost centers based on the allocation-by-cause principle. The amounts collected on measures that do require capitalization have to be settled to fixed assets to the balance sheet item for ’Assets under construction.' If the measures are already partially completed, the final assets have to be specified, and the correct amounts transferred from the balance sheet item for ’Assets under construction' to ’Fixed assets.'

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Internal orderProduction

line B3


system










Pos 111:Buildings





Pos 11:Investments

administration

Pos 13:Investments

sales & marketing



Investment programIDES



When the fixed assets begin their useful life, they are depreciated on the basis of the legal requirements in the given country. For this purpose, country-specific charts of depreciation are set up. Each chart of depreciation contains the necessary valuation and depreciation methods required in that country for meeting the demands of book depreciation, tax depreciation, net worth tax valuation, management accounting depreciation, corporate group financial statements, and so on. IDES also creates an equipment master record for each fixed asset. This record is used to collect all maintenance costs for the fixed asset. These maintenance costs are normally settled to the cost center to which the asset is assigned. In some cases, the maintenance costs are settled to the fixed asset, thereby increasing its acquisition value.

All of the values of the investment program, the appropriation requests, investment measures, and fixed assets are monitored and analyzed using reports in the IM Information System.

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Course Goals

Course Objectives

Course Content

Course Overview Diagram

Contents:

Course Overview

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This course will prepare you to:

Make all Customizing settings required for using the Investment Management (IM) component

Course Goals

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At the conclusion of this course, you will be able to:

Make the required Customizing settings for using investment programs, appropriation requests, investment measures (orders and projects) and the Information System

Course Objectives

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Unit 4 Projects as Investment Measures

Unit 5 Information System

Unit 6 Conclusion

Unit 1 Course Overview

Unit 2 Investment Programs

Unit 3 Appropriation Requests

Introduction

Course Content

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Course Overview Diagram

Investment measure

WBS elem./order

Asset underconstruction

C

Stmt.

Planned costsBudgetActual costs APC

IM

AAAAPSPM

CO

Cost center

PurchasingGoods rcpt/whse

Production

Investment program

Asset

Equipment

IM information system

AA

IM

PlanPlan Budget . . .

Settlement

Program/measures/app.requestsPlanned costs

Planned costs

• Plan values• Budget values• Actual values

SettlementApprop. request

IM

IM

MM PP

PM

CO

Acquisitions

Budget

Planned costs

Actual costs

• Availability• Program structure• Deprec. forecast

APC

Actual costs

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This unit explains the system settings needed to use investment programs.

Contents:

Investment Programs

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Define program types

Maintain allowed values for various fields

Generate investment programs from other organizational hierarchies

Upload and download investment programs

Define planning and budget profiles

Specify budget distribution to measures

Ensure that maintenance orders are automatically assigned

At the conclusion of this unit, you will be able to:

Investment Programs: Unit Objectives

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Investment Measure

WBS elem./order

Assetunderconstruction

C

Stmt.


IM

AAAAPSPM

CO

Cost center


Production

Investment Program

Asset

Equipment

IM Information System

AA

IM


Settlement


Planned costs


SettlementApprop. Request

IM

IM

MM PP

PM

CO

Acquisitions

Budget

Planned costsActual costs


APC

Actual costs

Investment Management

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Structure of the Investment Program

Internal orderProduction

line B3

Internal orderVentilation

system










Pos 111:Buildings





Pos 11:Investments

administration

Pos 13:Investments

sales & marketing



Investment program1000

The investment program provides a complete overview of the planned investments in your enterprise. You can set up a hierarchy that suits your purposes and assign the orders or projects - your measures - to the desired hierarchy nodes.

You can define the hierarchical structure in any form you wish. It does not have to be based on organizational units such as business areas and plants in the R/3 System. For example, you can structure the hierarchy according to your organizational plan, or based on the scale of the assigned measures.

Allowed measures are internal orders, maintenance orders and top WBS elements of projects (as of Release 4.5A other WBS elements can also be used).

You have to enter a given fiscal year as the approval year for an investment program. "Approval year" means that the program contains values that were approved in this fiscal year (but not necessarily for this year only).

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Invest

- 1

- 1.11.1.1

1.1.3.1

1.1.2

1.1.3.2

1.1.3

1.1.3.3

-

---

1.2

1.2.11.2.21.2.3

Program structure

Program definitionProgram typeKeyDescriptionApproval year. . .

Program positionOrganiz. assignmentsPerson responsibleReason for investmentCurrencyDepreciation simulation data

Investment program

Structure and Master Data Maintenance

Status managementAssigned measures...

The master data for an investment program consists of the program definition, the program structure and the program positions.

The program definition contains general information about the whole investment program (program type, key, approval year, description, person responsible, and so on).

The system represents the program structure in the form of a horizontal hierarchy structure in the master data maintenance transaction. You have a large degree of freedom in defining the levels of the hierarchy (with a maximum of 99 hierarchy levels).

You can enter the following master data for each investment program position:

Organizational assignments (for example, company code, business area, and so on)

Specification of allowed measures

Specific master data (person responsible, priority or reason for investment)

Long texts

Depreciation simulation data

The system manages a system status for each program position. A user status is also available.

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Program Type

Program type

Settings for planning and budgeting

Budget distribution

Single assignment of meas./app.req.

User status profile

Object class

Display format

Currency translation for summarization

Assignable measures (orders/WBS elements/appropriation requests)

Create program definition

Prog. nameAppr. year

Program type

Plan versionPlan version

Planning profileBudget profile

When you create the program definition, you have to enter a program type. You can define any number of program types in Customizing.

The program type classifies the investment program. Along with various control features for planning and budgeting the investment program, it also contains the CO object class (for example, capital investment, overhead costs, production, and so on). This allows you to manage different investment programs for different CO object classes in parallel.

Using the display format, you can determine how investment program positions appear in the hierarchy maintenance transaction (you choose either to display the ID or the text for program positions and measures).

For currency translation within the framework of summarization reporting, you can enter an exchange rate type. The system uses this exchange rate type when the values that you want to summarize in your local system are in a different currency than the currency of the investment program in the central system.

If you have only one investment program, you need only one program type. SAP supplies program type 0001 in the standard system.

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Master Data Fields and User Fields

- 1

- 1.11.1.1

1.1.3.1

1.1.2

1.1.3.2

1.1.3

1.1.3.3

-

---

1.2

1.2.11.2.21.2.3

Program structure Program positionFields you can definein Customizing:• Person responsible• Reason for

investment• Priority• Scale• 2 user fields10 additional user fields(not definable)

Organizational assignmentsand other master data

CustomizingAllowed entries

Short description

In Customizing, you can define allowed values for a large number of master data fields for the program position.

In addition to these fields, there are also twelve user fields that you can specify for your own needs. You can specify short descriptions and key words for these user fields in Customizing. The system then outputs these short descriptions and key words in the reports and screens in which these user fields appear.

For user fields 3 and 4, you can also define allowed entries in Customizing.

User fields 11 and 12 can only be used as indicators.

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Alternatives to Creating an Investment ProgramManually

USA Germany UK

Marketing Administration Production

Copy structure

Investment program

USA Germany UK

Marketing

Cost center hierarchy

Administration Production

Generating an investment program from the cost center hierarchy/profit center hierarchy

As of Release 4.6, you can generate an investment program from other organizational structures (for example, for the cost center hierarchy). Any changes made to the organizational structure do not affect the investment program.

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Uploading/Downloading Investment Programs

Investment program

Non-R/3 System

Sequentialfile

Investmentprogram

R/3 System X R/3 System Y

UploadDownloadUpload

Investmentprogram

Upload and download functions allow you to:

Create your investment program in a non-SAP application (for example, Microsoft Excel) and store it as a sequential file. You can then use the upload function to create an investment program from this file in the R/3 System (corresponds to a legacy data transfer).

You can convert an investment program that already exists in R/3 System X, download it to a sequential file, and upload it to R/3 System Y (corresponds to a transport between two R/3 Systems or between different clients).

Note that the upload/download functions can be used only for the structure of an investment program and its master data. Plan and budget values cannot be manipulated using upload/download.

As of Release 4.6, you can assign the uploaded investment program to any node of an existing investment program.

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Investment Program 20??Plan

Production SalesAdministration

Order typeAutomatic assignment to investment program

Comp. codeBus. area CO area...

X

Organizationalunits

100000011000

Automatic

Budget Distributed

Automatic Assignment of Maintenance Orders

Organiz. assignments:

Company codeBusiness areaCO area...

Maintenance order

Equipment/functional location

100000011000

Assignment key

XXX Company code

Business areaCO area...

You can assign maintenance orders to an investment program, in the same way that you assign investment measures (WBS elements or internal orders). This means that you can plan and budget maintenance activities using the investment program.

Since maintenance orders are usually created much more frequently than investment measures, the system provides functions for automatically assigning maintenance orders to investment program positions. These functions augment the normal manual assignment functions.

You specify this automatic assignment to an investment program in the order type. Then you assign an assignment key to this order type.

In the assignment key, you specify the organizational units used to determine the investment program position for the assignment.

You have to manually assign internal orders, WBS elements and appropriation requests. You make this assignment either from the investment program position or from the measure or appropriation request itself. As of Release 4.5A/4.6A, you can define the investment program field as a required field in the master data for internal orders and WBS elements (as of Release 4.6A) and appropriation requests (as of Release 4.5A).

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Overall investmentsPlan Budget Distributed

1500 1200 1000

500 300Bus. area 1

400 300Bus. area 3

600 400Bus. area 2

350

200 100Meas. 10.001-1 million

90 200 150Meas. > 1 million

200 100Meas. 1 - 10,000

PlanBudgetDistrib.Internal order

20Plan BudgetDistrib.

Project 1

40 40Plan BudgetDistrib.Maintenance order

30

Project 1.120

Project 1.220

80 80 40

Program

Measures . . .

PlanBudget

Budget

Planning and Budgeting

Similar to the WBS elements in a work breakdown structure, you can plan the investment program positions bottom up and budget them top down.

Budget values differ from plan values in regard to how binding they are. Whereas during the planning phase, the costs for an investment program position must be estimated bottom up to as exact a degree as possible, during the approval phase you assign funds in the form of a budget top down.

Plan values, which you have collected on measures or appropriation requests, can be rolled up automatically on the investment program.

You can distribute budgets from investment program end-node positions to the corresponding measures.

During the fiscal year change for the investment program, you can carry forward measures, which are released but not yet completed, along with their plan and budget values, to the next approval year. This means that you do not have to use up the budget for approved measures in their approval year. You can also use the funds in subsequent years.

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Planning/budget profile

Time horizonPastStartFuture

Overall/annual valuesDisplay in maintenance transactions

Decimal placesScaling factor

Currency entriesO CO area currencyO Object currencyO Transaction curr.O Exch. rate type

Work on plan/budget

CYCY+1CY+2CY+3

Total

Program type

Planning Profile and Budget Profiles

Key:CY = Current year

You can define planning profiles and budget profiles to manage planning and budgeting for an investment program. These profiles control:

Whether you can plan and budget overall values and/or annual values

The allowed time horizon for planning or budgeting annual values in an investment program

The representation of plan and budget values in the planning or budgeting transaction

You can assign a planning profile and a budget profile to each program type. As a result, you can tailor planning and budgeting to meet the specific needs of a particular program type.

Note: As of the SAP R/3 Enterprise Release, you can plan and budget on the investment program (for each program position) in different currencies (=> controlling area currency, object currency, and transaction currency).

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Investment programFY 20?? Plan version 1Total 19,000

Investment programFY 20?? Plan version 1Total 19,000

AdministrationPlan version 1Total 7,000


ProductionPlan version 1Total 12,000


Versions for Planning

Investment programFY 20?? Plan version 0Overall 25,000

Investment programFY 20?? Plan version 0Overall 25,000





Customizing activities:

Define versionsVersion Version text Plan Actual

0 Plan/actual version1 Plan version change 1

Assign version to an approval year/program type

Program type: 1000

FY PType Version20?? 1000 020?? 1000 1

Investment planning for an approval year often takes place in a series of versions rather than in just one step. These versions thereby represent different stages in the certainty of the planning, for example, or various possible scenarios for approval.

You can plan different, alternate values on each plan version for each investment program position. You define versions in Customizing. The versions used here in Investment Management (IM) are the general CO plan versions. In order to be able to use a plan version, you have to assign it an approval year and a program type.

You can also use versions when you roll up the plan values from measures and appropriation requests assigned to the investment program. You carry out this rollup for a given version. However, when you use this type of rollup, the plan values of the versions at the measure level are not dependent on the approval year of the investment program. This means that you have to update the plan values of the versions at measure level for each approval year.

You can also plan appropriation requests in relation to versions by creating appropriation request variants for a given appropriation request. Each appropriation request variant can manage its own plan values, and you can assign each variant to a plan version.

In Customizing, you can assign authorization levels to the plan versions of the investment program.

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Capital Inv. Admin . . .

CustomizingVersion

Authorizations:

000000010002

User: T. Eckert

Auth.level: 1Resp: EckertActivity: Planning

Authorizations:User: S. Noack

Auth.level: 1 + 2Resp:Activity:

Resp: Noack

Investment program 2000Plan Budget Distrib.

NoackPlanning

A.level Lock ind.321

X

Hardware FixturesResp: Eckert

Authorization Levels for Plan Versions

You normally subject the plan values of a version to an approval process before adopting them in a binding budget. This approval process is often run in parallel for several versions on various levels of the investment program.

To this end, you can assign an authorization level to each plan version in Customizing. Then only users with authorization for this authorization level can process the plan values of the given version.

You can increase the authorization level of a plan version incrementally.

The graphic shows an investment program that was planned using three versions. Version 0 is already locked. Version 1 can be processed solely by the user Noack, since only she has authorization for authorization level 2. User Eckert does not have authorization for this level. Therefore, he can only process version 2 (the most current version).

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Valid program position ID, e.g.:

A /XXX.0.0.00

A/XYZ.1.2.34

EditID

1 / . : ; -Length ofedit ID Special

characters

Codingmaskactive

X

Special characters

Coding Mask

Genericsearch

3 alphanum.characters

4 numericcharacters

Coding maskBlockindic.

Using Coding Masks for the Program Position ID

You can use coding masks to keep your program position ID more uniform. These coding masks help you to format character strings.

You can define coding masks in Customizing. The system uses the coding mask ID and the leading characters of the program position number to determine the coding mask to be used. If they match, the system tries to apply the coding mask to the key entered.

You also specify in Customizing which special characters are allowed in the coding mask. The system sets the special characters in the coding mask automatically when you create a program position.

You can use coding masks (later) for appropriation requests. The procedure and the coding masks are the same as those used for formatting WBS element keys in the Project System (PS) component. For appropriation requests, you have to set the Same external coding mask and number assignment as WBS element indicator in the appropriation request type. Setting this indicator has the following results: The measure (WBS element) that is created subsequently for the appropriation request receives the same number as the request, and the same coding mask is used for creating the WBS element and the appropriation request. It is not possible to use coding masks for the appropriation request number independently of the resulting WBS elements. Using coding masks is also not possible if the measures created later are internal orders.

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Authorization Objects

Processing investment programs IMTP_ARTof a given program type

Processing of investment program positions in Company code A_IMPR_BUKBusiness area A_IMPR_GSBControlling area A_IMPR_KOKProfit center A_IMPR_PRC

Processing program positions of a given responsible person A_IMPR_VER

Approval level of a version A_IMPR_APS(program planning)

System activities for investment programs A_IMTP_SYSof a given program type

In order to limit the processing of and reporting on investment programs, you can use authorizations for authorization objects/activities.

For authorization objects, for example, you can limit the following activities:

Create/Display/Change

Lock/Unlock

Delete

Process plan values

Process budget values

For a more detailed description of the authorization objects and the activities that can be limited, refer to the R/3 long text documentation of the objects.

SAP supplies standard profiles for processing investment programs.

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Define program types

Maintain allowed values for various fields

Generate investment programs from other organizational hierarchies

Upload and download investment programs

Define planning and budget profiles

Specify budget distribution to measures

Ensure that maintenance orders are automatically assigned

You are now able to:

Investment Programs: Summary

© SAP AG AC350 2-18

Exercises

Unit: Investment Program Topic: Customizing for Investment Programs

At the conclusion of this exercise, you will be able to:

• Define your own program type in which you can enter your own planning profile and budget profile

• Create your own investment program using your program type

You are asked to use an investment program to map investment planning for IDES. The investments are divided into three areas – production, administration and sales and marketing. The administration department receives a budget for planned construction, and a blanket budget for fixtures and fittings. To reflect this, the administration area is broken down further into subareas.

First, make the required Customizing settings, and then enter your investment program in the system.

In the following exercises, enter the required data if it is not already in the training system.

2-1 The following Customizing settings are required to use investment programs:

2-1-1 Define the program type TO## (replace ## with the two-digit number on your PC). Use the standard program type 0001 as a reference. Activate budget distribution for both overall values and annual values. Temporarily adopt the budget profile and planning profile, and the object class INVST.

• Choose the display format 2 (Text Cap.inv.prog.position / Text Measure).

• If necessary, select the indicators Budget distribution of overall values and Budget distribution of annual values.

Confirm your entries, and choose Copy all in the Specify objects to be copied dialog box.

2-1-2 Check to see if your program type allows the assignment of orders, WBS elements and appropriation requests.

2-2 Enter yourself as the person responsible, and specify the following:

Respons. Person responsible Office user

10## Your name AC350-##

Choose Back and save your entries.

© SAP AG AC350 2-19

2-3 Create the planning profile T000## for your investment program type, allowing for planning three years into the future. Use the profile 000001 as a reference.

2-3-1 Assign your planning profile T000## to your program type TO##.

2-4 Link planning version 0 with program type TO##, and with the current year as approval year.

Prog. approval year Program type Version Authorization level

Current year T0## 0 1

Save your entries.

2-5 Repeat the same procedure for the budget profile. Enter budget profile T000## for your investment program type, allowing for budgeting three years into the future. Use profile 000001 as a reference.

2-5-1 Assign your budget profile to your program type.

2-6 In this exercise, you create an investment program. Creating your investment program involves two steps (defining the program and entering the program structure):

2-6-1 In the SAP Easy Access menu, go to Accounting → Investment Management → Programs → Master Data → Investment Program Definition → Create). Use the following data:

Field Name Input Data

Inv. program T-IDES##

Approval year Current year

Program type T0##

Choose Enter. Enter the following additional data:


Name Group ## Investment Program

Budg dist annl Select (should be proposed as a default value by the program type)

Fi. year variant K4

Currency EUR (Euro)

Save your entries.

© SAP AG AC350 2-20

2-6-2 Create the structure for your investment program:

Choose your program definition (highlighted in green) and select Create.


Position ID 10##

Description Group ##, overall investments

CO area 1000

Choose Enter. Select the node you just created and create two subordinate nodes:

Position ID Description Respons.

10##-1 Investments DE 10##

10##-2 Investments GB ##

Select Copy. Under position 10##-1, create the following nodes:

Position ID Description

10##-1-1 Production

10##-1-2 Administration

10##-1-3 Sales and Marketing

Select Copy. Break down the program position Administration into the following subareas:

Position ID Description Budg.dist. ovl.

10##-1-2-1 Buildings Active

10##-1-2-2 Fixtures & Fittings Inactive

Choose Copy. Save your program structure.

© SAP AG AC350 2-21

Solutions

Unit: Investment Program Topic: Customizing for Investment Programs

2-1 The following Customizing settings are required to use investment programs:

2-1-1 Define the program type TO## (replace ## with the two-digit number on your PC). Use the standard program type 0001 as a reference. Activate budget distribution for both overall values and annual values.

In IM Customizing, select Investment Programs → Master Data → Define Program Types. Select the SAP standard program type 0001. Copy these to the name T0## (Edit → Copy as... ).

Temporarily adopt the budget profile and planning profile, and the object class INVST.

• Choose the representation format 2 (Text Cap.inv.prog.position / Text Measure).

• If necessary, select the indicators Budget distribution overall and Budg. dist. ann. vals.

Confirm your entries, and choose Copy all in the Specify objects to be copied dialog box.

2-1-2 Check to see if your program type allows the assignment of orders, WBS elements and appropriation requests:

Select your program type and double-click Assignable operative objects. Check to make sure that appropriation requests can also be assigned. Save your program type and leave the transaction.

© SAP AG AC350 2-22

2-2 Enter yourself as the person responsible, and specify the following:

In the IM Customizing settings, select Investment Programs → Master Data → Allowed Values for Certain Master Data Fields → Define Person Responsible. Choose New entries.

Respons. Person responsible Office user

10## Your name AC350-##


2-3 Create the planning profile T000## for your investment program type, allowing for planning three years into the future. Use profile 000001 as a reference.

In the IM Customizing settings, select Investment Programs → Planning in Programs → Cost Planning → Maintain Planning Profiles. Select the SAP Standard Profile 000001. Copy it and enter the new name T000##. In the copy, change the value in the Future field to 3 years. Choose Enter. Save your entries. 2-3-1 Assign the planning profile T000## to your program type TO##.

In the IM Customizing settings, select Investment Programs → Planning in Programs → Cost Planning→ Assign Program Type to Planning Profile. Enter profile T000## as your program type. Save your entries.

2-4 Link planning version 0 with program type TO##, with the current year as approval year.

In the IM Customizing settings, select Investment Programs → Planning in Program → Versions → Assign version to an approval year or program type.

Prog. approval year Program type Version Authorization level

Current year T0## 0 1

Save your entries.

© SAP AG AC350 2-23

2-5 Repeat the same procedure for the budget profile. Enter the budget profile T000## for your investment program type, allowing for budgeting three years into the future. Use profile 000001 as a reference.

In the IM Customizing settings, select Investment Programs → Budgeting in Program → Define Budget Profiles for Investment Programs. Select the SAP Standard Profile 000001. Copy it and enter the new name T000##. In the copy, change the value in the Future field to 3 years. Choose Enter. Save your entries. 2-5-1 Assign your budget profile to your program type:

In the IM Customizing settings, select Investment Programs → Budgeting in Program → Assign Budget Profile to Program Type. Enter profile T000## as your program type. Save your entries.

2-6 In this exercise, you create an investment program. Creating your investment program involves two steps (defining the program and entering the program structure):

2-6-1 Open the SAP Easy Access menu for investment programs.

In the Investment Management application, select Programs → Master Data → Investment Program Definition → Create. Use the following data:


Inv. program T-IDES##


Program type T0##



Name Group ## Investment Program

Budg dist annl Active (should be proposed as a default value by the program type)

Fi. year variant K4

Currency EUR (Euro)

Save your entries.

© SAP AG AC350 2-24

2-6-2 Create the structure for your investment program:

In the Investment Management application, select Programs → Master Data → Investment Program Structure → Change.

Choose your program definition (highlighted in green) and select Create.


Position ID 10##

Description Group ##, overall investments

Controlling area 1000

Choose Enter. Select the node you just created and create two subordinate nodes:

Position ID Description Respons.

10##-1 Investments DE 10##

10##-2 Investments GB ##

Select Copy. Under position 10##-1, create the following nodes:

Position ID Description

10##-1-1 Production

10##-1-2 Administration

10##-1-3 Sales and Marketing

Select Copy. Break down the program position Administration into the following subareas:

Position ID Description Budg.dist. ovl.

10##-1-2-1 Buildings Select

10##-1-2-2 Fixtures & Fittings Deselect

Choose Copy. Save your program structure.

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This unit explains the system settings needed for using appropriation requests.

Contents:

Appropriation Requests

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SAP AG 2003

Create appropriation request types, and define their screen and tab layout

Define partner determination procedures and partner functions

Define allowed entries for master data and user fields

Set up planning profiles for costs and revenue

Define approval workflows


Appropriation Requests: Unit Objectives

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SAP AG 2003

Investment Measure

WBS elem./order

Assetunderconstruction

C

Stmt.BudgetActual costs APC

IM

AAAAPSPM

CO

Cost center


Production

Investment Program

Asset

Equipment


AA

IM


Settlement


Planned costs



IM

IM

MM PP

PM

CO

Acquisitions

Budget



APC

Act. costs


Planned costs

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SAP AG 2003

Appropriation Request Process

"Wish list"

Interested parties

Comments

Options for implementation

Documents

ROI

Print forms

Variants / alternate requests

Workflow

Classification

Partner functions

Investment Program

Internal order:Leasebuildings

AutomaticCreation

Replace the appropriation requestwith the measure?

IdeaIdea ApprovalProcess

ApprovalProcess

App.Request

App.Request

An appropriation request is an idea or wish for carrying out a measure (such as, an investment or research and development), which has to be individually assessed and approved by one or more organizational units within an enterprise, primarily because of the high costs involved.

Measures are not strictly limited to capital spending. They can also represent projects that involve primarily expenses.

Usually there is a relatively long time period between the initial application and fleshing out of the appropriation request and its final approval or rejection.

You can use the appropriation request to create a wish list.

An investment measure can be created automatically from an appropriation request. For this purpose, you can specify in Customizing whether the appropriation request is replaced by the measure, or if both continue to exist.

Appropriation requests have been in existence since Release 4.0.

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Measures

WBS elem.Order

. . .

Appropriation Request

Data Copied. . .

Investment Program

Position 1 Position 2

Plan values

. . .

Plan values

Cost center 110

Approval

Plan valuesDescriptionDatesOrg. assignmentDep. sim. dataAssignment to inv. programposition

Plan valuesPositions involvedOrg. unitsStatusVariants

Appropriation Request Functions

Appropriation requests serve as a noted item for proposed investments. They have comprehensive master data, in which you can enter information relevant to the planned investment.

Appropriation requests also assist in investment planning. Usually, you create appropriation requests in the requesting organizational unit (such as the cost center) in the year prior to the planned implementation of the investment. In this way, you can include the appropriation request at an early phase in the creation of the annual investment program.

Once it is approved, the appropriation request enters the implementation phase, in which it is actually carried out.

Depending on the functions you need for managing the measure during the implementation phase, there are several R/3 system objects you can use as measures. The objects that can currently be used as measures for appropriation requests are WBS elements, internal orders, and maintenance orders. These objects can be created directly from an appropriation request. For projects, only the top WBS element can be created. The rest of the project has to be created in Project System (PS).

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Approp. requestApprop. request

Measure

Variants

Investment ProgramPosition

Investment ProgramPosition

Investment planning

. . .

Assign

Roll up

Plan version 0

Assign

General dataPartnerClassific. char.StatusUser fieldsInvest. prog. pos.

Plan versionPlan costs & revenueAssessmentKey figures on viabilityDatesStatusDocumentsDeprec. simulation

Approval

Appropriation Request Variants

An appropriation request consists of a master record with basic information about the type of investment being planned, and organizational assignments (such as the name of the organizational units responsible for making the request). It also includes information required for the corresponding measure.

You can create variants for each appropriation request. You use the variants to represent different alternatives for how the appropriation request can best be realized. Variants can also represent different basic conditions for the investment that result in different plan values.

Each appropriation request has at least one variant.

Each variant has its own master data on implementation of the measure, with plan values being particularly important.

You can assign the variant to an investment program position at the level of the appropriation request.

You can assign appropriation request variants to different plan versions of the investment program. As a result, you can roll up different plan values for different appropriation request variants on different plan versions of the investment program.

To map even more diverse options for carrying out an investment, you can use alternate appropriation requests (see training course AC020 Investment Management).

© SAP AG AC350 3-7

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Creating an appropriation request

Approp. requesttype:

App. Request TypeApp. Request Type

Partner determ. procedurePartner determ. procedure

Link to program planninge.g. Copy cost estimate?

Link to program planninge.g. Copy cost estimate?

Variant controlVariant control

Planning profilesPlanning profiles

User status profileUser status profile

Appropriation Request Types

Layout(different layoutspossible in the differenttransactions)

Layout(different layoutspossible in the differenttransactions)

When you create an appropriation request, you have to enter an appropriation request type. You can define any number of appropriation request types in Customizing. You also enter a controlling area.

The appropriation request type classifies the appropriation request. It also contains all the control parameters for managing appropriation requests. The planning profiles for costs and revenue, the status profile and the partner determination procedure are key elements.

The following settings determine how the appropriation request type is linked to investment program planning:

- The program type of the investment program, to which the appropriation request can be assigned

- The measures that are allowed for the implementation of the appropriation request, and the order type or project profile for these measures

- A setting that determines whether the released appropriation request is replaced by the measure belonging to it (this affects the assignment to an investment program, planning, and display in the Information System)

There are also settings for the creation of variants for the appropriation request. You can enter a user status profile for variants, an investment profile for depreciation simulation, and the increments for the assignment of variant numbers.

As of Release 4.6, you can also enter the layout for the appropriation request in the appropriation request type. This will be explained in more detail later.

© SAP AG AC350 3-8

SAP AG 2003

Partner Management


General dataDescriptionApplicant:Approver:

Partner FunctionsApplicantInterested partyPerson resp.Approver

I1I2I3I4

. . .

App.Request TypePartner det. proc.0001

I1I4

Partner Det. Proc. 0001

I1I2I3I4

RoleX

X

Language-dependentconversion

X

Overview

UniqueMandt.

Directly maintainablepartner functions

Reinvst.HeussDonkov

It is common to manage information on all persons involved in the creation and further processing of an appropriation request. For this reason, appropriation requests have an interface to R/3 partner management. Using partner management, you can define partner determination procedures.

You can define an unlimited number of partner functions in the partner determination procedure. You use an appropriation request type to assign a partner determination procedure to an appropriation request.

The key for the defined partner functions are dependent on the logon language.

In the master record of the appropriation request, you can assign a person to each partner function in the partner determination procedure. If you activate the Partner data (table control) group box in the tab layout of the appropriation request, you can maintain partner functions directly in the appropriation request master data. If you use the Partner data (single fields) group box instead, you can maintain only two partner functions directly in the master data of the appropriation request. You can then maintain additional partner functions on the Partner overview screen. In the appropriation request type, you specify the two partner functions that appear in the master data screen.

You have to enter the partner type for the partner functions in their Customizing definition. The following partner types are allowed for appropriation requests:US (user) O (organizational unit) A (work center) S (position). The Contact person partner type is not permitted for appropriation requests.

The partner functions for appropriation requests are significant mainly for the approval process.

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Modifiable Fields

Payback periodAssetOrder type...

Input InvisDisp HiLiReq

Influencing fields

Requesting companyRequesting company code

ScaleControlling areaApprop.request typePriority Client

Screen Layout for Appropriation Requests

Position ID

Transaction group

Using the screen layout rule, you can modify the field characteristics of the master data of appropriation requests and appropriation request variants to suit your individual requirements.

You can control the field characteristics of master data fields in line with the entries in certain influencing fields (for example, the appropriation request type, company code, and so on).

Depending on the contents of the influencing field, you can specify whether a field of the appropriation request is a required entry field, an optional entry field, or is highlighted.

As of Release 4.5, you can specify that the assignment to an investment program is a required entry field.

You also have the option of defining the screen layout rule without using influencing fields. The screen layout you define is then always valid in the client.

© SAP AG AC350 3-10

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InternetInternet

Role: Project Accountant

Standard

App. Request Type 30

Simplified

App. Request Type 30

Role: Controller

Screen Layout

Payback periodAssetOrder type...

Input HideDisp HiLiReq

Influencing Fields

User

Approp. Request Type 30

Transaction Tab Layout

Standard : SAP

Simplified : SAPP

Internet : SAPWTransaction Group

Customizing Options for Appropriation Requests

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Selection Criteria

Process selection options forlistbox

Process standard settings forselections

Selectable selection criteria• Appropriation request• Approp.request type• Created by• Requesting company code• Resp. company code• Scale• Priority• Position ID• User field 03...

Default selection criteria for selection list boxes• Appropriation request• Approp.request type• Requesting company code

Customizing Application

Select appropriation requestsAppropriation requestApprop.request typeRequesting company codeCreated byResp. company codeScalePriorityPosition IDUser field 03...

tototo

Settings also depend on the transaction groups

If a user already called a selection before changes to it were stored in Customizing, then the changes are not active for this user. In this case, you first have to start program RAIAWEBTOOL_DELETE_STORAGEDATA (see note 302468).

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Tab Layout for Appropriation Requests

Edit Appropriation Request

Requesting organizational units

Responsible organizational units

Freely-definable namesYou can choose the position of groups on the tab pages

General Data

ControlData Org.Units Measures/Assets User Fields Variants

You can choose your own titles for the tab pages.

You can also define how individual groups of fields are assigned to the tab pages.

These groups include:

General Data

Partner Data (Table Control)

Status of the Appropriation Request

Investment Program

Alternate Appropriation Requests

Requesting / Responsible Organizational Units

Measures to be Implemented

Assets / Equipment to be Replaced

User Fields 1-6

User Fields 7-14

Variants

Using customer enhancement AAIR0002, you can even distribute the individual fields on the tab pages as you wish, or define your own fields.

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Systemstatus

Setautomatically

Setmanually

User

User status

OrderActivitiesPERM. WARN. FORB.1 X2 X3 X4 X

General SAP Status Management

ActivitiesPERM. WARN. FORB.

1 X2 X3 X4 X

ActivitiesPERM. WARN. FORB.

1 X2 X3 X4 X

General SAP status management is available for all components.

The system status is set based on the activities carried out in the R/3 System.

The user defined the user status. When you set the system status, you determine which activities are permitted, and whether warning messages are issued.

A user status cannot convert an invalid activity into a permitted activity. However, it can forbid an activity that is permitted by the system.

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Status profile

CloseReleaseApprove

...

DisalldWarngAllowedInfluence Next action

DeleteSetNo action

Stat.no. Status Init. Lowest HighestStat.no. Stat.no.

10 not checked x 10 20

20 interim 10 30check

30 final check 20 30

Object TypeApp. requestRequest variant

xx

Goto Transaction control

goto

Status Management for Appropriation Requests

App.Request Type

Appropriation requests have an interface with R/3 status management. This status management can be used to manage both system statuses and user statuses for appropriation requests and their variants.

The system automatically assigns the system status. You cannot define system statuses in Customizing. Above and beyond the system status, you can also define any number of status settings along with the events that trigger them using general user status management in the R/3 System.

You define the allowed user status settings in a status profile. The status profile is linked to the appropriation request type.

You specify for each status setting:

Which activities (such as release) are allowed when the status is set

How the activities affect the status (such as, status will be set)

You can link the status of an appropriation request to an authorization key. In general maintenance for authorizations, you can assign authorizations for this key, using the authorization object B_USERSTAT. When you manually set or delete a user status, the system checks if you are authorized to do so. If the system automatically sets a user status as the result of an accounting activity, there is no authorization check.

© SAP AG AC350 3-15

SAP AG 1999

Define number rangeDefine number range

Number range object: Appropriation request

Intervals

Group 03

Group 02

Group 01

300000 -499999

200000 -299999

100000 -199999

App. request type 4

App. request type 2

App. request type 6

App. request type 1

App. request type 3

App. request type 5...

Appropriation request type 1Appropriation request type 1

Number rangeNumber range

ControlControl

Same external coding maskas WBS elements

Same external coding maskas WBS elements

Same number assignmentas investment orders

Same number assignmentas investment orders

Independent number assignment using number ranges

Independent number assignment using number ranges

Number assignmentNumber assignment

0101

Number Assignment for Appropriation Requests

You need a number range for the assignment of the appropriation request number. Therefore, you have to assign each appropriation request type to a number range group of the Appropriation request number range object.

The system displays the assigned number range group in the definition of the appropriation request type. However, you cannot maintain the number range group there.

In the definition of the appropriation request type, you make specifications for how the measure (order or WBS element) that will be created receives its number. There are three options. You can specify one of the following:

Your investment project has the same external coding mask and number assignment as the appropriation request

Your investment order has the same number assignment as the appropriation request

The number of the measure is assigned independently from the appropriation request number

Note that when you use the same number assignment as WBS elements, you still need to have a number range for the appropriation request request number internally within the system.

© SAP AG AC350 3-16

SAP AG 2003


Fields you can definein Customizing:

• Reason for investment• Environmental investment• Scales• Priority• Scores (for assessment)• 2 user fields

10 additional user fields(not definable)

Organizational assignmentsand other master data

Measure information

Variants with master dataand plan values

Customizing

Allowed entries

Short description

Master Data Fields and User Fields

For a number of master data fields of the appropriation request, you can define allowed values in Customizing (for example, the person responsible, the reason for the investment, the environmental protection indicator, and so on).

There are an additional twelve user fields that you can customize to suit your own needs. For two of these user fields, you can define your own short description, and the permitted entries.

For eight of the user fields, you can only specify the short description for the field. Any entries are allowed in these fields.

Two user fields are limited to a yes or no entry (indicators).

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Planning Profile for Cost Planning

Time horizonPastFutureStart

Overall/annual valuesDisplay in maintenance transactions

Costing variant (with valuation variant) for Easy Cost PlanningCurrency entries

Planning Profile for Revenue Planning

Time horizonPastFutureStart

Annual values onlyDisplay in maintenance transactions

Planning Appropriation Requests

App. request type

You can plan costs and revenues for appropriation requests. You can plan costs to be capitalized separately from costs that are not capitalized.

You plan on the appropriation request variants rather than on the appropriation request itself. You can manage separate plan values on each appropriation request variant.

In Customizing, you can define planning profiles to control the planning of costs and revenue for appropriation requests. You can define separate planning profiles for costs and revenue.

These profiles control:

The allowed time horizon for planning annual values

Whether overall values only, or if both overall and annual values can be planned (for revenue planning, only annual values are allowed, no overall values)

The representation of the plan values in the planning or budgeting transaction

You can assign both a planning profile for cost planning and a planning profile for revenue planning to each appropriation request type. In this way, you can control planning differently for each appropriation request type.

© SAP AG AC350 3-18

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ApplicantPerson responsibleApprover 1Approver 2

Partner determ. procedure

Partner overview

Approval levels

Functions:

Approval functions:

Holder of partner function:


Request typePartnerVariants. . .

Approver 1Approver 2

Level 1Level 2

Status:"For approval"

Status:"Approved"

Workflow

Event linkage activeXAppropriation request

Custom

izingA

pplicationSAP Office

App. request type

Mr Schumann

Mr SmithMs Klein

Workflow

ApplicantPerson resp:Approver 1:Approver 2:

Schu..PohlcSmithKlein

Approval of Appropriation Requests

The prerequisite for using the automatic approval process for appropriation requests is that you first activate approval workflow in Customizing.

The approval process for an appropriation request is controlled using freely definable approval levels, that you define for each appropriation request type. You can define any number of approval levels. The numerical key you assign to each approval level determines the sequence in which the approval levels are processed.

The system starts processing the first approval level (with the smallest numerical key) once the appropriation request has For approval status. When the last approval level has been processed, the system sets the Approved status and informs all those involved by mail.

You must also assign a partner function to each approval level. The person who holds this partner function is responsible for approval at that level. You define the partner functions in the partner determination procedure in the appropriation request type. We recommend that you the use mandatory partner function. You specify the holders of the partner functions in the master data of the appropriation request.

The holders of the partner functions receive the appropriation requests for their assigned approval level as workflow items in their Office inbox, and can grant approval there.

© SAP AG AC350 3-19

SAP AG 1999

Authorization Objects for Approp. Requests

Processing appropriation requests of one appropriation request type

Processing of appropriation requests in Company codeBusiness areaControlling area

User status of appropriation request

Appropriation requestsRequesting area of responsibilityResponsible area of responsibility

User status of variants of appropriation requests

A_IMA_ART

A_IMA_BUKA_IMA_GSBA_IMA_KOK

A_IMA_MSTA

A_IMA_REQUA_IMA_RESP

A_IMA_VSTA

You can restrict processing of appropriation requests using authorizations for authorization objects and/or activities.

For authorization objects, for example, you can limit the following activities:

Create/Display/Change

Lock/Unlock

Delete

Process plan values

For a more detailed description of the authorization objects and the activities that can be limited, refer to the R/3 long text documentation of the objects.

SAP provides standard profiles for processing appropriation requests.

© SAP AG AC350 3-20

SAP AG 2003

Create appropriation request types, and define their screen and tab layout

Define partner determination procedures and partner functions

Define allowed entries for master data and user fields

Set up planning profiles for costs and revenue

Define approval workflows


Appropriation Requests: Unit Summary

© SAP AG AC350 3-21

Exercises

Unit: Appropriation Requests Topic: Customizing for Appropriation Requests

At the conclusion of these exercises, you will be able to:

• Define the Customizing settings for maintaining the master data of appropriation requests

• Define the approval process for appropriation requests

You want to map your enterprise's investment wishes in the R/3 System, and subject them to an approval process. You also want to include these investment wishes in your investment planning. You decide to use appropriation requests to meet these needs. First make the necessary settings in Customizing and then create an appropriation request in the system.


3-1 The following Customizing settings are required for appropriation requests:

3-1-1 First define three partner functions (applicant, person responsible and approver) for your appropriation request. Go to Customizing for appropriation requests.

In the Customizing settings for Investment Management, select Define Partner Functions. Create the functions X1 to X3. X stands for one of the following characters:

Group 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

X A B C D E F G H J K L M N O P R S T

Enter the following data:

Function Name NoTy.

X1 Applicant US

X2 Person responsible US

X3 Approver US


© SAP AG AC350 3-22

Note: Refer to Note 594805 if the following message appears: “No authorization for transaction OMZ1 (or OMZ2)”. Brief extract: Symptom: When you call the IMG activities Define Partner Functions and Maintain Language-Dependent Key Reassignment for Partner Functions” via Customizing path Appropriation Requests → Master Data → Control Data), the system generates the error message: “No authorization for transaction OMZ1 or OMZ2”. Solution: You can directly call the maintenance transactions via transaction SM30 by entering table V_TPAR for defining the partner functions.

3-1-2 Go back and choose Define Partner Determination Procedure in the Customizing settings for Investment Management. Select New Entries. Create the partner determination procedure TO##. Confirm your entries. Select Enter to confirm any warning messages that appear. Select your partner determination procedure, and select Partner Functions in Procedure in the dialog structure. Select New Entries, and enter the roles X1, X2, and X3. Set the Mandatory and Unique indicators for all partner functions. Save your entries.

3-2 Define your own appropriation request type, using the key X1. X stands for one of the characters specified in Exercise 3-1 above. A project is to be created from this appropriation request at a later stage. In the Customizing settings for appropriation requests, choose Master Data → Maintain appropriation request types.

Select New Entries. Enter XI and a description.

• Select the Independent number assignment using number ranges indicator.

• Enter 000001 as the Cost planning profile.

• In order to be able to calculate preinvestment analysis figures at a later stage, enter the profile 000001 as the Revenue planning profile.

• Enter the partner determination procedure T0##, and roles X1 and X3 (applicant and approver) as directly maintainable partner functions. Enter the partner functions X1 and X2 as mail recipients (applicant and person responsible) for the approval workflow.

• Enter the program type T0## for the link to program planning.

• Select the indicator for WBS elements as allowed measures, and enter the project profile 0000001.

• Set the Copy cost estimate indicator.

Save your entries.

© SAP AG AC350 3-23

3-3 Create a tab layout for your appropriation request type. Use the standard tab layout SAP as a reference. Select the SAP standard layout, and copy it to layout Z## (## represents your group number). Confirm the message that appears. Select your new tab layout Z## and go to the Tab page titles level of the dialog structure. Change one of the names. Select one of the tabs and choose Position of groups on the tabs in the dialog structure. Check the entries and save your changes.

3-3-1 Now, enter your tab layout in the appropriation request type: Select your appropriation request type (by double-clicking) and enter the following data:


Tab layout assignment

Standard Z##

Simplified SAPP

Internet SAPW

Save your entries.

3-4 Define the number range for the appropriation requests that belong to your appropriation request type. In the Customizing settings for appropriation requests, select Master Data → Control Data → Define Number Assignment. Choose Maintain Groups. Choose Group → Insert to display the dialog box for creating a new number interval. Enter a description (T##) and the following interval for your number range:

From number To number Current number Ext.

1##00 1##99 1##00 Deselect

Choose Enter to confirm your entries. Select your appropriation request type XI displayed at the bottom (Choose element). Select your number range group. Choose (Assign) Element/Group. Save your changes. Confirm the message that appears.

3-5 Configure the system so that the assignment of appropriation requests to investment program positions is a required entry field for your appropriation request type.

© SAP AG AC350 3-24

3-6 Define your own user status profile with the following statuses: Not checked, interim check, and final check. Set the system so that the appropriation request can only be proposed for approval if it has the status Final check. In the Customizing settings for appropriation requests, select Master Data → Control Data → User Status → Define User Status Profile. Select New Entry, and enter the key T00000##. Enter a description for your user status profile, and select the maintenance language EN. Choose Continue. Double-click your status selection profile to go to the detail screen. Enter the following status settings:

Status Number

Status Short Text Lowest Status

Highest Status

01 UNCH Not checked 01 02

02 INCH Interim check 01 03

03 FICH Final check 02 03

Select the Init.status indicator for the status UNCH, if the system has not done so automatically. Choose Goto → Object types and select the Appropriation request object type. Save your entries. Return to the user status profile. Double-click the Not checked status. Choose Edit → New Entry. Select the Disallowed indicator for the business transaction Submit for approval. Repeat this procedure for the Interim Check status. Save your entries.

3-6-1 Assign the user status profile to the appropriation request type X1.

3-6-2 Optional: In the Customizing settings for Investment Management, select Specify Status Authorizations. Choose New Entries. Enter your authorization key T## and a description. Save your entries. In the IMG, choose Define User Status Profile. Select your user status profile by double-clicking, and enter the authorization key T## for the Final check status.

3-7 Define an approval level for your appropriation request type X1. Choose New entries. Add Approval level 1 with the approver X3. Save your entries. Return to the IMG.

3-8 Continue mapping this process in the application: Create an appropriation request and submit it for approval.

© SAP AG AC350 3-25

3-8-1 Go to Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Individual Processing.

If the system prompts you for a controlling area, enter 1000. Choose Create (blank page icon). Enter your appropriation request type. Choose Enter. Enter the description New administration building for your appropriation request, and enter master data such as the approval year, planned approval, and implementation start. Enter the following partners:

Description Partner

Applicant Group to your left (AC350-...)

Person responsible Group to your right (AC350-...)

Approver Your own user (AC350-##)

On the Control data tab, you see that the assignment to the investment program position field is a required field (as you have set it up this way). Enter the following data:


Investment Program T-IDES##

Approval Year Current year

Position ID 10##-1-2-1 (Building)

Choose the Organizational units tab, and maintain the requesting and responsible organizational units:


Company code 1000

Business area 9900

Req. cost center 1000



Object class INVST

Plant 1000

© SAP AG AC350 3-26

Choose the Variants tab. Enter the variant number 1. Enter the description New Administration Building. Choose the Plan versions tab at the bottom, and assign the variant 1 to the plan version 0 for the current year. Enter the following plan values on the Plan values tab:

Investment Costs Overhead Revenue

Overall 1,000,000 60,000

Current year 500,000 50,000 500,000

Current year + 1 200,000 10,000 300,000

Save your entries. Make a note of your appropriation request number. _______________________

3-8-2 Do not do this exercise until the instructor allows you to continue. Open your appropriation request in change mode. Choose the Control data tab. Select the Submit for approval status, and save your entries. Bear in mind that, before you do so, you must change the user status from Not checked to Interim check to Final check. Save the modified appropriation request.

3-8-3 In the SAP Easy Access Menu, select Office → Workplace. Choose Inbox → Workflow. Execute the workflow task displayed and select the corresponding button to approve your appropriation request.

© SAP AG AC350 3-27

Solutions

Unit: Appropriation Requests Topic: Customizing for Appropriation Requests


3-1 The following Customizing settings are required for appropriation requests:

3-1-1 First define three partner functions (applicant, person responsible and approver) for your appropriation request. Go to Customizing for appropriation requests.

In the Customizing settings for Investment Management, select Define Partner Functions. ...

In the Customizing settings for Investment Management, select Appropriation Requests → Master Data → Control Data → Define Partner Determ. Procedure and Partner Functions → Define Partner Functions

Create the functions X1 to X3. X stands for one of the following characters:

Group 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

X A B C D E F G H J K L M N O P R S T


Name NoTy.

X1 Applicant US

X2 Person responsible US

X3 Approver US


Note: Refer to Note 594805 if the following message appears: “You are not authorized to use transaction OMZ1 (or OMZ2)”. Brief extract: Symptom: When you call the IMG activities Define Partner Functions and Maintain Language-Dependent Conversion Partner Functions in the IMG (Appropriation Requests → Master Data → Control), the following message appears: You are not authorized to use transactions OMZ1 or OMZ2. Solution: You can call the maintenance transaction directly using transaction SM30, table V_TPAR (Define partner functions).

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3-1-2 Go back and choose Define Partner Determination Procedure in the Customizing settings for Investment Management.

In the Customizing settings for Investment Management, select Appropriation Requests → Master Data → Control Data → Define Partner Determination Procedure and Partner Functions → Define Partner Functions

Select New Entries. Create the partner determination procedure TO##. Confirm your entries. Select Enter to confirm any warning messages that appear. Select your partner determination procedure, and select Partner Functions in Procedure in the dialog structure. Select New Entries, and enter the roles X1, X2, and X3. Set the Mandatory and Unique indicators for all partner functions. Save your entries.

3-2 Define your own appropriation request type, using the key X1. X stands for one of the characters specified in Exercise 3-1 above. A project is to be created from this appropriation request at a later stage.

In the Customizing settings for appropriation requests, choose Master Data → Control Data → Maintain Appropriation Request Types.

Select New Entries. Enter XI and a description.

• Select the Independent number assignment using number ranges indicator.

• Enter 000001 as the Cost planning profile.

• In order to be able to calculate preinvestment analysis figures at a later stage, enter the profile 000001 as the Revenue planning profile.

• Enter the partner determination procedure T0##, and roles X1 and X3 (applicant and approver) as directly maintainable partner functions. Enter the partner functions X1 and X2 as mail recipients (applicant and person responsible) for the approval workflow.

• Enter the program type T0## for the link to program planning.

• Select the indicator for WBS elements as allowed measures, and enter the project profile 0000001.

• Select the Copy cost estimate indicator.

Save your entries.

© SAP AG AC350 3-29

3-3 Create a tab layout for your appropriation request type. Use the standard tab layout SAP

as a reference. In the Customizing settings for appropriation requests, choose Master Data → Control Data → Specify Tab Layout for Appropriation Requests. Select the SAP standard layout, and copy it to layout Z## (## represents your group number). Confirm the message that appears. Select your new tab layout Z## and go to the Tab page titles level of the dialog structure. Change one of the names. Select one of the tabs and choose Position of groups on the tabs in the dialog structure. Check the entries and save your changes.

3-3-1 Now, enter your tab layout in the appropriation request type:

In the Customizing settings for appropriation requests, choose Master Data → Control Data → Maintain Appropriation Request Types.

Select your appropriation request type (by double-clicking) and enter the following data:


Tab layout assignment

Standard Z##

Simplified SAPP

Internet SAPW

Save your entries.

3-4 Define the number range for the appropriation requests that belong to your appropriation request type.

In the Customizing settings for appropriation requests, choose Master Data → Control Data → Define Number Assignment.

Choose Maintain Groups. Choose Group → Insert to display the dialog box for creating a new number interval. Enter a description (T##) and the following interval for your number range:

From number To number Current number Ext.

1##00 1##99 1##00 Inactive

Choose Enter to confirm your entries. Select your appropriation request type XI displayed at the bottom (Choose element). Select your number range group T##, and choose (Assign) Element/Group. Save your changes. Confirm the message that appears.

© SAP AG AC350 3-30

3-5 Configure the system so that the assignment of appropriation requests to investment program positions is a required entry field for your appropriation request type.

In the Customizing settings for Investment Management, select Appropriation Requests → Master Data → Control Data → Define Screen Layouts for Appropriation Requests. Select Influencing. Double-click your appropriation request type. In the Influencing Value input field, enter your appropriation request type X1. In the table, scroll to the modifiable field Position ID. Select the Required radio button.

3-6 Define your own user status profile with the following statuses: Not checked, interim check, and final check. Set the system so that the appropriation request can only be proposed for approval if it has the status Final check.

In the Customizing settings for appropriation requests, choose Appropriation Requests → Master Data → Control Data → User Status →Define User Status Profile.

Choose New entries. Enter the key T00000##, a description for your user status profile, and the maintenance language DE. Choose Continue. Double-click your status selection profile to go to the detail screen. Enter the following status settings:

Status number

Status Short text Lowest Status

Highest Status

01 UNCH Not checked 01 02

02 INCH Interim check 01 03

03 FICH Final check 02 03

Select the Init. status indicator for the status UNCH, if the system has not done so automatically. Choose Goto → Object types and select the Appropriation request object type. Save your entries. Return to the user status profile. Double-click the Not checked status. Choose Edit → New Entry. Select the Disallowed indicator for the business transaction Submit for approval. Repeat this procedure for the Interim Check status. Save your entries.

3-6-1 Assign the user status profile to the appropriation request type X1.

In the Customizing settings for appropriation requests, choose Appropriation Request → Master Data → Control Data → Assign User Status to Approp. Request Type.

© SAP AG AC350 3-31

3-6-2 Optional: In the Customizing settings for Investment Management, select Specify Status Authorizations.

In the Customizing settings for Investment Management, choose Appropriation Request → Master Data → Control Data → User Status → Define User Status Profile → Specify Status Authorizations.

Choose New Entries. Enter your authorization key T## and a description. Save your entries. In the IMG, choose Define User Status Profile.

In the Customizing settings for Investment Management, choose Appropriation Request → Master Data → Control Data → User Status → Define User Status Profile. Select your user status profile by double-clicking, and enter the authorization key T## for the Final check status.

3-7 Define an approval level for your appropriation request type X1. Choose New entries.

Add Approval level 1 with the approver X3.

In Customizing for Investment Management, select Appropriation Requests → Approval → Define Approval Levels for Appropriation Requests. Save your entries. Return to the IMG.

3-8 Continue mapping this process in the application: Create an appropriation request and submit it for approval.

3-8-1 Go to Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Individual Processing.

If the system prompts you for a controlling area, enter 1000. Choose Create (blank page icon). Enter your appropriation request type. Choose Enter. Enter the description New administration building for your appropriation request, and enter master data such as the approval year, planned approval, and implementation start.

Enter the following partners:

Description Partner

Applicant Group to your left (AC350-...)

Person responsible Group to your right (AC350-...)

Approver Your own user (AC350-##)

© SAP AG AC350 3-32

On the Control data tab, you see that the assignment to the investment program position field is a required field (as you have set it up this way). Enter the following data:


Investment Program T-IDES##


Position ID 10##-1-2-1 (Building)

Choose the Organizational units tab, and maintain the requesting and responsible organizational units:


Company code 1000

Business area 9900

Req. cost center 1000



Object class INVST

Plant 1000

Choose the Variants tab. Enter the variant number 1. Enter the description New Administration Building. Choose the Plan versions tab at the bottom, and assign the variant 1 to the plan version 0 for the current year. Enter the following plan values on the Plan values tab:

Investment costs Overhead Revenue

Overall 1,000,000 60,000

Current year 500,000 50,000 500,000

Current year + 1 200,000 10,000 300,000

Save your entries. Make a note of your appropriation request number. _______________________

3-8-2 Do not do this exercise until the instructor allows you to continue. Open your appropriation request in change mode. Choose the Control data tab. Select the Submit for approval status, and save your entries. Bear in mind that, before you do so, you must change the user status from Not checked to Interim check to Final check. Save the modified appropriation request.

3-8-3 In the SAP Easy Access Menu, select Office → Workplace. Choose Inbox → Workflow. Execute the workflow task displayed and select the corresponding button to approve your appropriation request.

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This unit explains the system settings needed for working with investment measures (using projects as an example).

Contents:

Projects as Investment Measures

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Define project profiles and investment profiles

Define planning and budget profiles and make settings for availability control

Define allocation structures and source structures, along with settlement profiles

Set up statistical budget monitoring

Explain the differences between Customizing settings for investment projects and investment orders


Projects as Investment Measures: Unit Objectives

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Investment Measure

WBS elem./order

Assetunder

construction

C

Stmt.


IM

AAAAPSPM

CO

Cost center

PurchasingGoods rcpt/Whse

Production

Investment Program

Asset

Equipment


AA

IM


Settlement


Planned costs



IM

IM

MM PP

PM

CO

Acquisitions

Budget



APC

Act. costs


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Structure of Investment Measures

Investment Measure

Order/WBS Element:

Assets u. construction:

Asset Accounting

Controlling

Purchase ordersPReqsInvoicesInternalactivitiesDown payments

BudgetingPlanningActual valuesCommitmentsAvailability

Asset hist. sheetSpecial deprec.Invest. supportDiffering APCvaluation

Investment measures are not an object type in their own right in the R/3 System. Instead they are represented in the system using special internal orders or WBS elements (of a project) and an accompanying asset under construction.

Measures can be used for projects that primarily involve costs, such as research and development projects. However, measures are most commonly used for processing capital investments that are not capitalized directly, due to their extensive proportions or the large percentage of in-house production involved. In that case, they are called investment measures and have an asset under construction in the background.

Investment measures become relevant to asset accounting at period-end or at fiscal year closing. Therefore they have extra functions, in addition to the master data and values that are important for management accounting on the order or project. These functions include:

Data of an asset under construction for correct representation in the balance sheet of those parts of the investment that will be capitalized

Depreciation terms for special depreciation and investment support calculations during the under-construction phase

You can assign measures to an investment program even if they do not have an investment profile or an asset under construction.

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Financial Accounting Controlling

DeliveriesServicesDown paymts

Int. activityTransferOverheadAssessmentDistribution

Investment MeasureOrder/WBS element(actual values)

FI CO

Periodic

Asset u. const.FI-AA

CO Cost center

MaterialsManagementStockwithdrawals

Goods/invoice receipt

MM

Debits on Investment Measures

Actual costs on investment measures (WBS elements and internal orders) arise from:

Postings in Financial Accounting

Goods movements in Materials Management

Internal activity allocation and overhead within management accounting

The account assignment object for acquisition postings is the order or the WBS element of the investment measure. The asset under construction that belongs to the investment measure cannot be posted directly (exception: investment support).

Costs requiring capitalization are split from costs not requiring capitalization during periodic settlement.

The periodic settlement credits the order or WBS element and moves the amounts that require capitalization from costs (expense) to the balance sheet (fixed assets or assets under construction). The amounts requiring capitalization are thereby shown in management accounting only temporarily as primary costs, until the period-end closing takes place. Costs that do not require capitalization can be settled to CO receivers (such as cost centers).

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Debits duringconstruction phase

Asset 1

Asset 2

Budget

Asset 3

Down paymentsAcquisitionsInternal activities Actual values

Asset u. const.

Actual values

Cost center

Plan valuesCommitment

Periodic settlement/capitalization

Purch. orders Assethistorysheet

InvestmentMeasure

Order/WBS element

Settlement of Investment Measures

Fullsettlement

When you settle investment measures, you generally need to settle the costs collected on the investment measure to different receivers. The system carries this out automatically for the most part, using settlement rules you have entered. There are two ways of settling investment measures:

Periodic settlement at the close of the period

Full settlement or partial capitalization of the investment measure at its completion

During periodic settlement, the system automatically settles all debits to the asset under construction that belongs to the measure (unless you entered a settlement rule that settles differently). You do not have to create separate settlement rules for this process.

Often the allocation price for internal activity and the price of stock from the warehouse also include overhead. Usually tax regulations or other legal restrictions forbid capitalizing these overhead costs. From the point of view of management accounting and product cost planning, it is desirable to capitalize 100% of all debits on investment measures, in order to level large cost blocks by means of depreciation. To meet this need, you can specify that amounts from certain cost elements or cost element groups are capitalized only in certain depreciation areas of the asset under construction. The system separates out costs that are not capitalized (valuation differences between depreciation areas) and treats them as nonoperating expense.

Full settlement takes place when the investment measure is completed. During full settlement, the system automatically settles the amounts on the asset under construction to completed fixed assets.

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Investment measure:Master data maintenance

WBS element(Master data)

Release automaticallygenerates

Asset under cons.(masterdata)

Functions of the Investment Profile

Investment profile

Manage asset u. const.Asset under construction per source structure and source assignment

Default asset class forinvestment measureDefault asset class fordeprec. simulation data

Asset class 4001Status asset u. const.

Investment measure

Fix

XIM

FI-AAFI-AA

Default values

4001

2000

Project profile

Comparison with settlements of actuals• Type of distribution rules

Summary settlement /line item settlement

The most important Customizing parameter from the point of view of Investment Management is the investment profile. By assigning an investment profile to a WBS element, or actually to its project profile, you identify the WBS element as an investment measure.

The following can be specified in the investment profile:

Automatic creation of an asset under construction when the order or WBS element is released

Asset class to be used when the asset under construction is created

Asset class that supplies the depreciation terms for the depreciation simulation

If the default asset class can be changed when you create the order or WBS element

Asset under construction per source structure and source assignment

- This function is not relevant unless you want to have an asset under construction for each source assignment in the source structure, rather than just one asset under construction overall. If you do choose this method, the system debits a separate asset under construction for each cost element that belongs to the source assignment.

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Workflow for Incomplete Assets

generates

Create

Investment measure

WBS element

Asset u. const.

X Incomplete

Worklistof

incompleteassets

Process andrelease

Basic functions

Assign agentAssign agent

Activate event linkageActivate event linkage

Asset Accounting

CustomizingWorkflow task:"Process incomplete assets"

IM

FI-AA

Incomplete assets are assets that have been entered in the system, but in which important master data was not entered. This can occur when an investment measure is created, and the system could not automatically supply all the necessary default values from the asset class for the required entry fields of the asset under construction.

You can use R/3 Workflow to assist in correcting incomplete assets.

To do so, you have to make the following basic Customizing settings:

Assign the Process incomplete assets workflow task to the responsible agent (plan position or R/3 user).

Activate event-linkage for the standard tasks.

Another option for processing incomplete assets is to use the special report for this purpose in Asset Accounting (FI-AA).

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Project profile

Budget Profile of the Measure

Budget profileTime horizon

PastStartFuture

Overall/annual valuesDisplay in maintenance transactionsCurrency entriesAvailability control

Tolerance limits

Activation typeOverall/annual valuesRelease?

1

X

Activity groupAbsolute varianceUsageAction

MailWarningError

You can steadily monitor the approved budget of an investment measure using active availability control. Using availability control, you can prevent budget overruns before they occur.

In order to use active availability control, you have to specify the following in the budget profiles of the WBS elements:

Activation type for the availability control (automatic or in background using usage)

Availability control of overall or annual values

Availability control of total distributed budget or released budget

In addition, you have to set the tolerance limits for the availability control for each budget profile. In the tolerance limits, you specify the action that the system should take when availability is exceeded. For example, the system could issue a warning or an error message. You make the actions dependent on the degree to which the budget has been used.

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Budget Distribution to Measures

Position 1

Project 1

Measures . . .

Project profile 0000001

Budget profile 0003

Program type 0001

Plan Budget Distributed

Investment Program

Budget profile

. . .Position 3

. . .

. . .

Customizing (Ensure assignment to inv.program)

Budget dist:Ovl. Ann.

Position 2Budget dist:

Project profile 00000010003

Program type 0001

X X

Program type 0001

X

When you set the Budget distribution indicator in the master data of an investment program position, the measures assigned to this position can only receive their budget directly from this position, during budget distribution from the program position to the measures. After this point, separate budgeting of the measures is no longer possible. As of Release 4.6, you can specify that the assignment to an investment program is a required entry field in orders and WBS elements.

When you set the Budget distribution indicator, you ensure that the total of the measure budgets cannot exceed the overall budget of the program position.

You can also set the Budget distribution indicator at the level of the program type. If you do so, the system sets the Budget distribution indicator as a default in all program positions that have this program type. However, you can still change the indicator setting at the level of the program position.

There is another indicator in the program type. You can use this indicator to specify whether the budget distribution from the investment program affects not only overall values, but also the annual values of the investment measures.

By entering a program type in the budget profile of the measures, you ensure that these measures can only be assigned to an investment program of this program type.

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Statistical Budget Monitoring

Dep. simulation Cost planning

Cost center

BudgetPlan

CommitmtActual

WBS element

Assets

Statistical update Plan values

Actual values. . .

Dep.

Plnd. dep.

Application Customizing

Relevant to budgetTransaction type X

Statisticalcost elems

Cost elem.catg.90

Field status(e.g. group G007)CO/PP orderWBS element

Optional entry

Purchaseorder

invoice

Controllinginfo system

Investmentacct assgt:WBS/order

Entry Account assignmentobject

ActiveX

Determine accountassignment type

APC values posting

X

Capital investments that do not have an asset under construction phase are usually capitalized directly in Asset Accounting. However, you may want management accounting information at the same time. For instance, you may want to manage plan values, budgets and commitments in order to carry out target/actual comparisons. Therefore, it is possible to post asset transactions directly to assets, while the system automatically posts these transactions as statistics to an internal order or a WBS element.

The conditions below are necessary for automatic statistical updating of orders or WBS elements:

The CO object (order or WBS element) has to be entered in the asset master record as investment account assignment (not in the time-dependent data).

The indicator for statistical updating of the order or WBS element has to be set in the definition of the transaction types used for asset transactions (indicator: Relevant to budget). This indicator is already set accordingly in the standard transaction types.

The asset control accounts for the APC of the assets have to be entered in the CO component as cost elements (cost element type 90). A special report is available to assist you.

The field CO/PP order or PSP element must be set in the field status variant of the corresponding fixed asset balance sheet account as an optional entry in the additional account assignment. The same applies for the Investment account assignments field group in the screen layout rule of the asset class.

As of the SAP R/3 Enterprise Release, the account assignment objects investment order and WBS element investment project must be activated.

As of Release 4.7, you can specify the account assignment types for activated account assignment objects.

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Account Assignment Objects and Types

1. To display the investment account assignments in the asset master record (Origin tab), the corresponding account assignment objects must be activated:

Company code: * (* = a generic entry for all company codes)Depreciation area: 01 Area 01 (Book depreciation)

Account assignment objects

XWBS elementPS_PSP_PNR2

XInvestment projectPS_PSP_PNR

XCost centerKOSTL

XReal estate objectIMKEY

XInvestment orderEAUFN

XInternal orderCAUFN

IBal.

Act.Description acc.ass.obj.Acc.ass.obj.

APC values pstgGen. TTy*WBS element invest.pr.PS_PSP_...

APC values pstgAcquis.100WBS element invest.pr.PS_PSP_...

APC values pstgGen. TTy*Investment orderEAUFN

APC values pstgGoods recpt120Investment orderEAUFN

APC values pstgAcquis.100Investment orderEAUFNEnter ac.as.Acc. ass. typeTTy textTTyDesc.acc.ass.objectAdd.ass.ob

j. XXX

X

2. You must define the account assignment type APC values posting for the account assignment objects:

X

As of Release 4.7, account assignment objects must be activated before you can maintain them in master data.

For example, in the Customizing settings for Asset Accounting, select Integration with General Ledger -> Account Assignment Objects to be Posted -> Activate Account Assignment Objects. You can also go to this transaction in the Customizing settings for Investment Management.

Cost-accounting depreciation is posted/assigned to accounts on account assignment objects, as are APC values postings, such as during a direct activation in an investment measure (if you are using the IM component) or (static) budget monitoring of an asset purchase.

A program is available to display all active account assignment objects: RAACCOBJ01 (=> transaction: AACCOBJ)

In Customizing, account assignment types must be defined for account assignment objects:

For example, in the Customizing settings for Asset Accounting, select Integration with General Ledger -> Account Assignment Objects to be Posted -> Account Assignment Types for Account Assignment Objects. You can also go to this transaction in the Customizing settings for Investment Management.

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Line Item Settlement

Distribution rules Settlementreceivers

1

2

Office building

Heating system

External asset acquisitions

Stock withdrawalfrom warehouse

Internal activity...

Investmentmeasure

InvoiceFoundations, Inc.

Steel girdersExcavation

InvoiceConstruction, Co.BeamsInstallation

Copper cable

InvoiceElectro, Ltd.

Cost center

100%

70%

20%

...

Investment profile

Line item settlement and proof of origin

Summary settlement

10%

In the investment profile, you can specify whether the periodic settlement and the full settlement should be line item settlement or summary settlement for the investment measures that use this investment profile.

"Summary" settlement means that you can only enter blanket distribution rules either for all debits on the measure, or for certain cost elements or cost element groups.

"Line item" settlement means that you can enter a separate, specific distribution rule for each debit on the measure. As a result, the system can provide an exact proof of origin for each line item from the completed fixed asset back to the original debit on the investment measure.

When you choose line item management for an investment measure, you can enter a blanket settlement rule in addition to the line item settlement rules. The system then uses this blanket settlement rule for all line items, to which you have not assigned their own separate settlement rule. Using this method, you can make use of blanket settlement, and at the same time settle individual line items using a specific settlement rule.

As compared to line item settlement, pure summary settlement (= summary settlement indicator is set in investment profile) offers the advantage of improved performance. However, summary settlement can only provide proof of origin according to cost elements.

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Allocation Structures

Allocation structure

Settlement assignmentsRaw material costsExternal procurementOperating supplies. . .

SourceSettlmt cost element

Cost elem. group:External procurement

Recvr. Costelement Cat. Deb.cst.el. =

Setmt cst.el.CTR 800556 Sec.ANL Prim. Yes

Settlement profileOrder type/proj.profile

Asset u. const.WBS element

SettlementDebit

Goods receipt

During settlement, the system settles costs, which were incurred under a primary or secondary cost element on a sender, to one or more receivers using a settlement cost element. When you use settlement by cost element, you usually settle under the source cost element.

An allocation structure consists of one or more assignments. An assignment specifies which costs (source: cost element group of debit cost elements) should be settled under which settlement cost element to which receiver category (for example, cost center, order, and so on).

You have two alternatives in the assignment:

You assign a settlement cost element to the debit cost element groups. This is required especially for secondary cost elements, since they can only be settled to fixed assets with a primary cost element.

You settle by cost element, meaning the debit cost element = settlement cost element. This method is particularly useful when you wish to carefully monitor the required investments for an asset produced in-house. At the end of the period, or when the asset is complete, these costs are settled by cost element to a balance sheet account in Asset Accounting. The balance on the cost element is thereby zero after settlement takes place.

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Settlement using Source Structure

Investment measure

Basic dataControl dataSettlement rule

Parameters

Source structureSettlement profile

IM

. . .

Source structure

SrceAsgn02 Cost elem. grp 0002SrceAsgn01 Cost elem. grp 0001

Distribution rule

50 % Cost ctr 5036 SrceAsgn02

. . .

. . .

The source structure makes it possible to settle by cost elements or cost element intervals. A source structure contains a number of source assignments. A source assignment groups together the debit cost element groups or cost element intervals that should be settled using the same distribution rules.

In the settlement rule of the sender, you can define a distribution rule for each source assignment. You just have to enter the distribution and the receiver of the costs.

Example:

Both direct costs and overhead were charged to a measure. You want to settle 100% of the direct costs to an asset under construction. You want to settle 50% of the overhead costs to the asset under construction, and 50% to an administration cost center.

You create a source structure with two source assignments: One for the cost elements for direct costs (01) and one for the overhead cost elements (02).

For the direct costs, you do not have to create a settlement rule, since settlement to the asset under construction is automatic. For the overhead, you have to create a settlement rule with source assignment 02, settlement percentage 50%, and the receiving administration cost center.

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Settlement with Capitalization Key

Area: Cost accounting

Area: Book deprec.

Nonop.expense

P+L Trade bal.sheet

APC

APC

Plan valuesCommitmentsAct.vals.

Book deprec.Version. . .

InvestmentCapitalization key

01 Book dep.. . .Dep.areas:%

. . .

Master data:

Customizing

VersionKey

Asset u. const.Order/ WBS Elem.

IM1

InvestmentIM1Cst el.Vers.Key

IM1 90 XXX 01 0101

Capitalization vers.2

Capitalization vers.1

Capitaliz. versionCh. of dep. FI-AACapitalization keyAsset class

In the Investment Management (IM) component, the system uses the capitalization key to perform a different type of settlement in each depreciation area that uses different criteria to determine which costs require capitalization and which do not.

In the capitalization key you can specify that certain cost elements are not capitalized, or are only partially capitalized, in certain depreciation areas of the asset under construction. The system clears the costs that are not capitalized as nonoperating expense. The acquisition and production costs requiring capitalization are debited to the asset under construction.

You define the capitalization percentage rates of your capitalization key in capitalization versions. The number of capitalization versions is not limited.

You can assign a separate capitalization version to each depreciation area in the chart of depreciation you are using in Asset Accounting. The system uses the capitalization version assigned to the given depreciation area when it determines the percentage amount to be capitalized. In this way, you can capitalize differing amounts in each depreciation area.

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Parameters for Settlement

Investment profile

Capitalization version

Project profile

Allocation structure

Source structure

proposes

proposes

determines

determines

determines

Allowed settlement receiversAllowed distribution methods

Settlement specific todepreciation areas

Investment measure

Source cost element/Settlement cost element

For cost-element relatedsettlement

Line item settlementAuC per source assignment

Settlement profile

By making certain Customizing settings, you can make the settlement of investment measures almost completely automatic. These parameters, along with the settlement rules entered in the given measure, control the entire settlement process for the investment measure.

You define these parameters in Customizing, and assign them to the investment measure by means of the order type or model order, or the project profile used for the measure. It is also possible to change these parameters directly in the master record of the investment measure.

The settlement profile contains the most important control indicators for settlement. In particular, you can specify the allowed receiver types for the settlement. In addition, the settlement profile contains the default values for the allocation structure and for the source structure.

In the investment profile, you specify if you want line item settlement or summary settlement. At the same time, you can specify in the investment profile that the system creates an asset under construction for each source assignment in the source structure, rather than just a single asset under construction.

The capitalization version is only significant in this context if you have different capitalization rules for different depreciation areas in Asset Accounting (for example, for book depreciation, group depreciation and cost-accounting depreciation).

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SAP AG 2003

Selection Variants for Settlement

Settlement(Collective processing)

Parameters

Processing

Selection variantSAP_01

Selection variant

Selection values

ProjectWBS elem.Network. . . Dynamic

selections

Attributes

ProtectedInvisibleVariable

SAP_01Variant

Selection criteria for collective processing are stored in a selection variant. You only need to enter the selection criteria once, and then you can use the selection variant each time you start the collective processing.

In the IM component, you can settle investment measures with the help of selection variants.

A selection variant consists of values for the selection, and of attributes for the selection values.

You can assign the following field attributes for the selection values:

Protected: The value you have defined for this field cannot be overwritten in the application.

Invisible: The field is suppressed in the display of the selection variant.

Variable: You can use this indicator to define a variable for a field. For example, the variable could be a selection rule you defined. At runtime, the system enters this value in the field.

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SAP AG 2003

Differences between Orders and Projects

Model orderBudget profilePlanning profileSettlement profile

Investment profileCapitalization keys

Project profile

Investment profileInterest profileBudget profilePlanning profile

Capitalization keys

Settlement profile

Internal orders Projects

Order type

Budget profile

Settlement profile

Maintenance orders

Autom. assignmentto inv. program

Cost estim. version

Investment profile

Order type

All central control parameters for projects are in the project profile. For internal orders, you find some of the system settings in the order type, and the rest in the model order, which is also assigned to an order type.

When deciding whether to manage your investments as internal orders or projects, keep in mind that:

Only projects can offer a hierarchical structure of the objects carrying costs.

Orders are always one-dimensional, meaning, for example, that is not possible to distribute budget amounts from the top down to a number of orders.

Integration with networks and with logistics functions is only possible for projects. Therefore, capacity and resource planning, for example, are not possible on internal orders.

The central control parameter for maintenance orders is the order type (not model orders). For blanket cost planning, you need cost estimate versions. Detailed cost planning is made on the basis of maintenance task lists.

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Define project profiles and investment profiles

Define planning and budget profiles and make settings for availability control

Define allocation structures, source structures, and settlement profiles

Set up statistical budget monitoring

Explain the differences between Customizing settings for investment projects and investment orders


Projects as Investment Measures: Summary

© SAP AG AC350 4-21

Projekte als Investitionsmaßnahmen: Exercises

Unit: Projects as Investment Measures Topic: Processing of Measures, and the Customizing

Steps Necessary


• Define Customizing settings needed for master data maintenance of investment measures (using projects as an example)

• Make Customizing settings required for automatic settlement, and carry out settlement in the application

You want to carry out further processing of approved appropriation requests in your enterprise. This further processing takes place in the form of investment projects. At the same time, you want to include these investments in your investment planning and budgeting. Periodic settlement of investment measures, and final settlement at completion, should both take place automatically, as for as possible.

First make the necessary settings in Customizing, and then create an appropriate investment measure in the system. You create the project from within the appropriation request. Then settle your investment measure.


4-1 In this exercise, you make the necessary Customizing settings for using projects as investment measures. Follow these steps in Customizing:

4-1-1 First define an asset class for assets under construction that are created automatically. Use the existing asset class 4001 as a reference.

Choose Define Asset Classes. Select asset class 4001 and choose Edit → Copy as. Enter the key T0##. In the Status of AuC group box, set the status of the asset under construction to Investment measure. Choose Enter. Save your entries.

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4-1-2 Now define a project profile using profile 9001 as a reference.

Select profile 9001 and choose Edit → Copy as. Enter T0000## as the key for your project profile. Remove the capitalization key 1000 (in the Results analysis key field) on the Controlling tab. Choose Enter. Save your entries. Go to Customizing for appropriation requests. Choose

Menu path:

Master Data → Control Data→ Maintain Appropriation Request Types

Double-click the appropriation request type X1. In the detail screen for your appropriation request type, enter the project profile T0000## (under the heading Allowed measures). Save your entries.

4-1-3 Define an investment profile and assign it to the project profile.

Choose Define Investment Profile. Choose the function New entries and enter investment profile T000##.

• Enter the asset class T0## as the default asset class for investment measures.

• Set the Manage AuC and Summary settlement indicators.

Save your entries. In the same Customizing path, assign your investment profile to your project profile T0000##. Save your entries.

4-1-4 Create a budget profile, so that you can budget your project later. Copy budget profile 000001. Enter T000## as the key for your budget profile. Choose Enter, adopting all other values. Save your entries. In the same Customizing path, assign your budget profile to your project profile. Save your entries.

4-1-5 Go to Customizing for investment programs. Choose

Menu path:

Budgeting in Program → Budget Distribution to Investment Measures → Control of Project Budget via Budget Profile/Program Type → Specify Program Type in Budget Profile Assign the program type T0## to your budget profile T000##. Save your entries. Choose Store Budget Profile in Project Profile and check your assignment.

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4-1-6 Now check the settlement parameters for your investment project. Go to Customizing for investment projects. Choose

Menu path:

Settlement → Maintain Settlement Profiles / Maintain Allocation Structures / Maintain Source Structure Look at the Customizing settings for

• Settlement profile PS50

• Allocation structure IM

• Source structure I1

Pay particular attention to the allowed receivers of settlement profile PS50, as well as the source assignments in the source structure. Find out about the settlement cost elements in the allocation structure. Choose

Menu path:

Maintain Settlement Profiles → Assign Settlement Profile to Project Profile

Check the assignment of settlement profile PS50 to your project profile T0000##.

4-2 Process investment measures in the application using the steps below:

4-2-1 Generate a project from your approved appropriation request. Choose

Menu path:

Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Individual Processing

Select your appropriation request in the worklist. Choose Change. Choose the Measures/assets tab. Choose the Create WBS element function. In the dialog box that appears, enter the following data:


Project definition p-00##

WBS element p-00##

Project profile T0000## (This is necessary as you did not enter the project profile in the appropriation request type until after the approval of the appropriation request.)

Choose Enter. On the Control data tab, release your appropriation request. Save your entries.

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4-2-2 Budget your investment program and distribute the budget to the project you just created.

Enter the following values for your investment program, T-IDES##, current year:

Program position Overall Current year CY + 1

3 Production 100,000 50,000 50,000

3 Administration

4 Buildings 1,100,000 600,000 500,000

4 Fixtures & Fittings 200,000 100,000 100,000

Choose Edit → Total up and roll up both the overall values and the annual values. Save your entries.

Distribute the program budget to the project. Enter your investment program and the approval year (current year). Distribute the overall value and the annual values completely to the WBS element. Save your entries.

4-2-3 In this exercise, you release your WBS element and make a G/L account posting and post internal activity allocation. Release your WBS element.

Menu path:

Accounting → Investment Management → Investment Projects → Master Data → Project Builder

Confirm all messages that appear. Open the Project Builder and enter your project (p-00##X). Release it by choosing Edit → Status → Release. As a result, an asset under construction is created for your WBS element in asset class T0##. Save your entries.

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4-2-3-1 Enter a G/L account posting. Choose

Menu path:

Accounting → Financial Accounting → General Ledger → Document Entry → Enter G/L Account Document

If the system asks you to enter a company code, enter 1000. Enter the following data:


Document date Today’s date

Posting date Today’s date

On the lower part of the screen, enter the following data:

G/L account D/C Amount Tax code WBS element

400000 Debit 10,000 V0 p-00##

113100 Credit 10,000

Save your entries. 4-2-3-2 Go to the SAP Easy Access menu for investment projects.

Choose

Menu path:

Accounting → Investment Management → Investment Projects → Actual Postings → Activity Allocation → Enter

Choose the WBS element/order screen variant, and enter the following data: Enter sending cost center 4100, activity type 1410, activity consumption (quantity) 20, and your receiving WBS element. Choose Enter. Post the document by saving.

4-2-4 Return to the Project Builder. Enter your project. Create the completed asset to which settlement will take place. Select your top WBS element, and choose

Menu path:

Edit → WBS element → Investment programs → Create completed asset

Enter asset class 1100. Choose Enter. Choose Edit → Costs → Settlement rule to open the settlement rule. Check to see if the newly created asset is entered as a receiver of overhead.

Choose Goto → Settlement parameters and enter source structure I1.

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Go back and enter a settlement rule for periodic settlement with the following data:


Cat. CTR (cost center)

Settlement receivers 1000

% 20

Settlement type PRE

Source assignment INT

Go back and save your entries.

4-2-5 Now settle your project. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Period-End Closing → Single Functions → Settlement → Individual Processing



Project definition P-00##

Settlement period Current period

Posting period Current period

Processing type Partial capitalization

First carry out a test run, and then carry out an update run. In reporting, use a report such as Actual Costs/Revenues for line items to check the accuracy of the settlement cost elements and receivers selected.

© SAP AG AC350 4-27

Projects as Investment Measures Solutions

Unit: Projects as Investment Measures Topic: Processing of Measures, and the Customizing

Steps Necessary

4-1 In this exercise, you make the necessary Customizing settings for using projects as investment measures. Follow these steps in Customizing:

4-1-1 First define an asset class for assets under construction that are created automatically. Use the existing asset class 4001 as a reference. Go to Customizing for Projects as Investment Measures. Choose

Menu path:

Master Data → Assets under Construction → Define Asset Classes

Choose Define Asset Classes. Select asset class 4001 and choose Edit → Copy As. Enter the key T0##. In the Status of AuC group box, set the status of the asset under construction to Investment measure. Choose Enter. Save your entries.

4-1-2 Now define a project profile using profile 9001 as a reference. Choose

Menu path:

Master Data → WBS Elements→ Define Project Profile

Select profile 9001 and choose Edit → Copy as. Enter T0000## as the key for your project profile. Remove the capitalization key 1000 (in the Results analysis key field) on the Controlling tab. Choose Enter. Save your entries. Go to Customizing for appropriation requests. Choose

Menu path:

Master Data → Control Data→ Maintain Appropriation Request Types

Double-click the appropriation request type X1. In the detail screen for your appropriation request type, enter the project profile T0000## (under the heading Allowed measures). Save your entries.

© SAP AG AC350 4-28

4-1-3 Define an investment profile and assign it to the project profile. Return to Customizing for investment projects. Choose

Menu path:

Master Data → Define Investment Profile

Choose Define Investment Profile. Choose the function New entries and enter investment profile T000##.

• Enter the asset class T0## as the default asset class for investment measures.

• Select Manage AuC and Summary settlement.

Save your entries. In the same Customizing path, now assign your investment profile to your project profile T0000##. Save your entries.

4-1-4 Create a budget profile, so that you can budget your project later. Choose

Menu path:

Planning and Budgeting → Maintain Budget Profiles

Choose Define Budget Profile. Select budget profile 000001 and choose Edit → Copy as. Enter T000## as the key for your budget profile. Choose Enter, adopting all other values. Save your entries. In the same Customizing path, assign your budget profile to your project profile. Save your entries.


Menu path:

Budgeting in Program → Budget Distribution to Investment Measures → Control of Project Budget via Budget Profile/Program Type → Specify Program Type in Budget Profile Assign the program type T0## to your budget profile T000##. Save your entries. Choose Store Budget Profile in Project Profile and check your assignment.

4-1-6 Now check the settlement parameters for your investment project. Go to Customizing for Projects as Investment Measures. Choose

Menu path:

Settlement → Maintain Settlement Profile / Maintain Allocation Structures / Maintain Source Structure

Look at the Customizing settings for

• Settlement profile PS50

• Allocation structure IM

• Source structure I1

© SAP AG AC350 4-29

Pay particular attention to the allowed receivers of settlement profile PS50, as well as the source assignments in the source structure. Find out about the settlement cost elements in the allocation structure. Choose

Menu path:

Maintain Settlement Profiles → Assign Settlement Profile to Project Profile

Check the assignment of settlement profile PS50 to your project profile T0000##.

4-2 Process investment measures in the application using the steps below:

4-2-1 Generate a project from your approved appropriation request. Choose

Menu path:

Accounting → Investment Management → Appropriation Requests → Edit Appropriation Requests → Individual Processing

Select your appropriation request in the worklist. Choose Change. Choose the Measures/assets tab. Choose the Create WBS element function. In the dialog box that appears, enter the following data:


Project definition p-00##

WBS element p-00##

Project profile T0000## (This is necessary as you did not enter the project profile in the appropriation request type until after the approval of the appropriation request.)

Choose Enter. On the Control data tab, release your appropriation request. Save your entries.

© SAP AG AC350 4-30

4-2-2 Budget your investment program and distribute the budget to the project you just created. From the SAP Easy Access menu for investment programs, choose

Menu path:

Budgeting → Edit Original

Enter the following values for your investment program, T-IDES##, current year:

Program position Overall Current year CY + 1

3 Production 100,000 50,000 50,000

3 Administration

4 Buildings 1,100,000 600,000 500,000

4 Fixtures & Fittings

200,000 100,000 100,000

Choose Edit → Total up and roll up both the overall values and the annual values. Save your entries.

Then choose

Menu path:

Budgeting → Budget Distribution → Edit

Enter your investment program and the approval year (current year). Choose Execute. Distribute the overall value and the annual values completely to the WBS element. Save your entries.

4-2-3 In this exercise, you release your WBS element and make a G/L account posting and post internal activity allocation. Release your WBS element.

Menu path:

Accounting → Investment Management → Investment Projects → Master Data → Project Builder

Confirm all messages that appear. Open the Project Builder and enter your project (p-00##X). Release it by choosing Edit → Status → Release. As a result, an asset under construction is created for your WBS element in asset class T0##. Save your entries.

© SAP AG AC350 4-31

4-2-3-1 Enter a G/L account posting. Choose

Menu path:

Accounting → Financial Accounting → General Ledger → Document Entry → Enter G/L Account Document

If the system asks you to enter a company code, enter 1000. Enter the following data:


Document date Today’s date

Posting date Today’s date

On the lower part of the screen, enter the following data:

G/L account

D/C Amount Tax code WBS element

400000 Debit 10,000 V0 p-00##

113100 Credit 10,000

Save your entries.

4-2-3-2 Go to the SAP Easy Access menu for investment projects. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Actual Postings → Activity Allocation → Enter

Choose the WBS element/order screen variant, and enter the following data: Enter sending cost center 4100, activity type 1410, activity consumption (quantity) 20, and your receiving WBS element. Choose Enter. Post the document by saving.

4-2-4 Return to the Project Builder. Enter your project. Create the completed asset to which settlement will take place. Select your top WBS element, and choose

Menu path:

Edit → WBS element → Investment programs → Create completed asset

Enter asset class 1100. Choose Enter. Choose Edit → Costs → Settlement rule to open the settlement rule. Check to see if the newly created asset is entered as a receiver of overhead. Choose Goto → Settlement parameters and enter source structure I1.

Go back and enter a settlement rule for periodic settlement with the following data:

© SAP AG AC350 4-32


Cat. CTR (cost center)

Settlement receivers 1000

% 20

Settlement type PRE

Source assignment INT

Go back and save your entries.

4-2-5 Now settle your project. Choose

Menu path:

Accounting → Investment Management → Investment Projects → Period-End Closing → Single Functions → Settlement → Individual Processing



Project definition P-00##

Settlement period Current period

Posting period Current period

Processing type Partial capitalization

First carry out a test run, and then carry out an update run. In reporting, use a report such as Actual Costs/Revenues for line items to check the accuracy of the settlement cost elements and receivers selected.

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This unit explains the system settings needed for using the Investment Management Information System.

Contents:

Information System

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Create and change area menus

Define status selection profiles

Work with drilldown reports and forms

Use the summarization database


Information System: Unit Objectives

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SAP AG 2003

Investment measure

WBS elem./order

Asset under construction

C

Stmt.


IM

AAAAPSPM

CO

Cost center

PurchasingGoods rcpt/Whse

Production

Investment Program

Asset

Equipment


AA

IM


Settlement


Planned costs

• Plan values• Budget values• Act.vals.


IM

IM

MM PP

PM

CO

Acquisitions

Budget



APC

Actual costs


© SAP AG AC350 5-4

SAP AG 1999

Area Menus

Investment Management IMFA

Appropriation Requests IMFR

Investment Management IMFA

Appropriation Requests IMFR

Copy

Assignmentto aRole

Values and Totals

Master Data Lists

App. Req. w/o Distrib., w/o Variants

App. Req. with Distrib., w/o Variants

App. Req. w/o Distrib., with Variants

App. Req. with Distrib., with Variants

Reports on Appropriation Requests

+

-

Values and Totals

Master Data Lists for Approp. Requests

App. Req. w/o Distrib., w/o Variants

App. Req. with Distrib., w/o Variants

App. Req. w/o Distrib., with Variants

Reports on Appropriation Requests

+

-

ZZIM Customer area menu(change, delete, add)

ZZIM Customer area menu(change, delete, add)

In Investment Management, the following two area menus are supplied in the standard system for the IM Information System: IMFA and IMFR.

To copy area menus, choose the following in the menu: Tools -> ABAP Workbench -> Development -> Other Tools -> Area Menus

To assign an area menu to a role, choose: Tools -> Accelerated SAP -> Personalization -> Role-Based Menus

© SAP AG AC350 5-5

SAP AG 2003

FormsFormsKey Figures Characteristics

Mail ExcelMicrosoft Word

CreateChangeExecute

Drilldown Report

...

Architecture of Drilldown

Lists Graphics Navigation/ Drilldown

The Information System for Investment Management is based on drilldown reporting in the R/3 System. When defining drilldowns, you can use characteristics, key figures and forms. The drilldown outputs interactive lists, available at various different levels, that you can display onscreen. These reports can also be printed, transferred to Excel, or stored in a file.

The basis for all drilldown reports for investment programs is a Dictionary structure that defines the characteristics (such as program positions, measures) and key figures (such as distributable overall values) that are allowed. Using this Dictionary structure as a basis, you can define your own specific drilldowns.

When you define your own drilldowns, it is recommended that you use a similar standard drilldown as a reference. At the minimum, you should copy the form belonging to a standard drilldown, and use this form as the basis for structuring your own drilldown.

Drilldown definitions are client-specific. There is a special function provided in the Implementation Guide for investment programs (under Information System) for transporting drilldown reports between clients and between systems.

Note: For more detailed information, see the SAP Library documentation on drilldowns.

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Definition of a Form

Definition of form:

Drilldown definition:Char. selection: ObjectVariable: Fiscal year

Lead columnOverl Meas. Budget

Meas. Budg. to &1YTMeas. Budg.&1YFMeas. Budg.&1YFMeas. Budg.&1YF

Total Annual Budg.

xxx,xxx,xxx

xxx,xxx,xxxxxx,xxx,xxxxxx,xxx,xxxxxx,xxx,xxx

xxx,xxx,xxx

Row: Key figure

Overl vals in inv.prog.currcyX

Column: Spec. charact.

Value typeX

Charact. values:

Budget41

Overall/Annual Budget Values of Measures

Extras -> Drilldown display

Select rows/columns:Lead column Overall . . .

In the form, you define the layout for the list you want to create. The basic screen for the form corresponds to the detail screen of the later list output.

For each row and column of the form, you have to specify the key figure that should be output (double click).

Narrow down the key figure by entering characteristics and their characteristic values. In IM drilldowns you always need the value type characteristic to further specify the key figures.

To define the drilldown list (initial list screen in IM standard drilldowns), choose Extras -> Drilldown list. There you specify the rows and columns of the detail list that you want to display as columns in the drilldown list.

Do not change the standard forms. Instead, copy and modify a standard form to create your own drilldown.

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Output of Drilldown (Drilldown and Detail List)

Overall/Annual Budget Values of Measures

Drilldown List:Object

- 1.1AdministrationPharmaTraining

--

. . .

Overall 2001 2002

WBS IM1001WBS IM1002-

-

Detail list:Lead column

Overl Meas. Budget

Meas. Budg. to 2000Meas. Budg. 2001Meas. Budg. 2002Meas. Budg. 2003Total Annual Budg.

5,000

1,0002,500

5000

3,500

14,00020,00010,0005,0004,000

44,000

--

The standard drilldown reports in the IM component initially display a drilldown list. From this list, you can use navigation functions in each row to display a detail list for that row. When you define new drilldowns, the system displays the detail list on the initial screen as a default.

In the drilldown list, you have an overview of the selected objects (for example, program positions). In the columns of the object rows, a selection of the key figures for the form is displayed (for example, overall value).

You select the drilldown characteristics (that is, the characteristics whose characteristic values you want to use to navigate in the report) when you define the report.

When there are several drilldown characteristics (such as various organizational units) the system first displays the drilldown characteristic with the highest sort number. From there you can analyze additional drilldown characteristics.

In the detail list, you see the columns defined in the form. The detail list shows the selected key figures (such as overall value) for a given characteristic value (for example, the characteristic value type with the characteristic value plan values).

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Status Selection Profile

Status selection profile SAPIMM1

RELBUDG . .

StatusReleasedBudgeted

ActiveActiveand

DrilldownsFiscal year changeRollup plan values

Status selection profile:SAPIMM1

X

User status profile

Investment measureControl

System statusUser status

REL

BUDG

or

IM0001 . .

You can enter a status selection profile while performing certain tasks in IM. These tasks include: Calling drilldowns for investment programs, the fiscal year change for investment programs and the rollup of plan values from investment measures. When you enter a status selection profile, the system only carries out the task on investment measures or appropriation requests that have the specified status.

You can define any number of status selection profiles in Customizing.

In a status selection profile, you can include both system statuses as well as user statuses.

Using Boolean logic, you can link together status settings that are defined in a status selection profile.

You can also set a 'state' for the status. The system then selects objects based on this state.

If you set the active state, the system searches only for objects in which the status entered is active at that moment.

If you set the inactive state, the system searches only for objects in which the status entered is inactive at that moment.

If you set never active, the system searches only for objects in which the status entered was never active.

© SAP AG AC350 5-9

SAP AG 2003

Summariz. DBVersion 1

Overall investmentsPlan Budget Distrib.1500 1200 1000

500 300Bus. area 1

400 300Bus. area 3

600 400Bus. area 2

350

Summarizationcharacteristics:

Position ID

Measures

App. requests

Company...

StructuresValuesEntities

Perio

dic

-

Information System with Summarization

The Information System for investment programs consists of two parts. There are the drilldown reports for the normal database of one system or client. There are also drilldown reports that access a summarization database.

The summarization database allows you to update and report on a summarized dataset for an investment program and its dependent appropriation requests and measures.

In Customizing, you specify which characteristics should not be summarized.

Summarization has the following advantages:

Performance is better for drilldown reports that access the summarized dataset than for unsummarized reports.

Data from multiple local systems can be imported into the summarization database. These local systems can be SAP R/3 Systems, SAP R/2 Systems or non-SAP systems.

You can manage different versions of the summarization database. In this way, you can manage "snapshots" of the investment data for your enterprise. Using versions, you can create a sequence showing the data on the investments in your enterprise over time (even if the objects to be reported on have already been deleted from the system).

© SAP AG AC350 5-10

SAP AG 2003

IM Summarization Reporting

Administration

Position 1.1

Production

Position 1.2

Investment Program 1Position 1

Administration

Position 1.1

Production

Position 1.2

SubtreeProgram 1

Position 1

Administration 2

Position 2.1

Production 2

Position 2.2

SubtreeProgram 2

Position 2

Investment ProgramTop position

Administration

Position 2.1

Production

Position 2.2

Investment Program 2Position 2

Values,master data,

...

Values,master data,...

Central R/3 System

R/3 SystemR/3 System

EUR

EUR USD

You can combine data from different systems into one investment program using the Business Information Warehouse or summarization. You can convert data (such as measures, appropriation requests, master data of the program items) recorded in different currencies into one currency.

In the central system, you must create an investment program with the same position ID as the subprograms (the position IDs must be unique). Your descriptions of the program positions in the central system may differ from the descriptions of the subprograms.

The reports RAIM_UPLOAD and RAIM_DOWNLOAD can be used to easily create the investment program in the central system.

To ensure that the values of the program positions are located in the correct place (and currency) in the "central" program, the investment program names must be converted.

As of the SAP R/3 Enterprise Release, program positions can record different currencies for plan and budget values. In this way, you can avoid the combination of several programs with different currencies.

© SAP AG AC350 5-11

SAP AG 2003

Create and change area menus

Define status selection profiles

Work with drilldown reports and forms

Use the summarization database


Information System: Unit Summary

© SAP AG AC350 5-12

Information System: Exercises

Unit: Information System Topic: Modification of Standard Drilldowns and

Summarization Reporting


• Modify standard drilldowns to reflect your needs

• Build a summarization database

As part of the analysis of reporting requirements in your enterprise, you establish that the standard drilldown reports in the IM Information System do not fully meet your needs. You discover that down payments made are not shown in the list display for Budget Availability in Program. Therefore, you want to modify the standard drilldown accordingly.

In addition, you are concerned that performance problems could arise during frequent calls of drilldowns, due to the large operative data volume in your enterprise. Therefore, you wish to use a summarization database.


5-1 In this exercise, you modify a standard drilldown report.

5-1-1 Go to reporting for investment programs. Choose

Menu path:

Accounting → Investment Management → Programs → Information System → Investment Management Reports → Programs - Current Data → Availability → Budget Availability in Program.

Start the report using your investment program.

5-1-2 Modify the report you just called. To do so, you can choose one of the following methods:

• Open a new session. In Customizing for Investment Programs, choose Menu path: Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Display Drilldown Reports Double-click the report 131BUDGAVPR. Choose Extras → Report parameters.

or

© SAP AG AC350 5-13

• Choose Extras → Report parameters in the screen showing the results of the report.

Now copy the form that belongs to this report to the new name, T-000##, so that you can change the form later. Choose the Display form function, and then choose Form → Change. Choose Copy. The name of the original form (131BUDGAVPR) should appear automatically. Enter T-000## as the new name for the form. Choose Enter to save your copy.

5-1-3 In the change transaction for forms, double click the form T-000## (you may need to scroll down). Choose Extras → Drilldown Display → Undo selection. Place the cursor on the header row of the ‘Assign. %’ column and choose Edit → Delete. Place the cursor on the header row directly before the last column. Choose Edit → Element → Insert element. In the first dialog box, select Characteristics, in the second dialog box Value type, and then value type 12 for down payment. Check and confirm your entries. Choose Extras → Drilldown display→ Select rows/columns. Select the following columns: ‘Budg.Prog’, ‘Actual’, ‘Commitment’ and ‘Down payments’ along with the following rows: ‘Overall’, rows ‘To &1YF’ to ‘&1YF and following’ and ‘Total of years.’ Select by placing the cursor on the text and choosing the Select/deselect function. Choose Save selections. Choose Enter and save your entries.

5-1-4 Now create a report using the form you changed. In Customizing for Investment Programs, choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Create Drilldown Reports

Enter T-000## as the report name. Enter a description and your form T-000##, and choose Create. In the transaction for creating the drilldown report, choose the Characteristics tab. Select the Object and Person responsible characteristics (found in characteristics list). Then adopt these characteristics by choosing the arrow pointing left. On the Output type tab, set the Graphical report-output indicator and an output area for a drilldown. Save your entries.

5-1-5 Start your modified drilldown. Choose Execute.

© SAP AG AC350 5-14

5-2 Create a summarized dataset and use it for reporting:


Menu path:

Information System → Information System Using Summarization → Define Summarization Versions Choose New Entries. Enter the key T##, a short description and save your entries. Return to the IMG hierarchy and select Choose Characteristics for Detail Display. Here you can decide which characteristics should be considered during summarization: Deselect the Appropriation req. and Measure fields. Save your entries.

5-2-2 Now summarize your investment program. From the SAP Easy Access Menu, choose

Menu path:

Accounting → Investment Management → Programs → Periodic Processing → Summarization → In Your Own Client → Copy Program

Enter your investment program, the approval year and summarization version. Start the report. The system now replicates the current hierarchy in the summarization database. Choose Periodic Processing → Summarization → In Your Own Client → Copy Entities. Enter your investment program and the approval year. Select the entities that you want to replicate in the summarization database (all entities except measures and appropriation requests). Start the report. Choose Periodic Processing → Summarization → In Your Own Client → Summarize Values. Enter your investment program, the approval year and summarization version. Select all value types for summarization (overall values and annual values, plan/budget, and so on). Enter a fiscal year up to which you wish to report. Start the report.

5-2-3 From the SAP Easy Access menu for investment programs, choose Periodic Processing → Summarization → Overview. Enter your investment program, the approval year and summarization version. Start the report.

5-2-4 In the SAP Easy Access menu for investment programs, choose Information System → Investment Management Reports → Programs – Summarization Database → Planned Values. Start the Plan in Program, Approp. Request, Measures report. Enter your summarization version on the initial screen of the drilldown.

© SAP AG AC350 5-15

Information System: Solutions

Unit: Information System Topic: Modification of Standard Drilldowns and

Summarization Reporting

5-1 In this exercise, you modify a standard drilldown report.

5-1-1 Go to reporting for investment programs. Choose

Menu path:

Accounting → Investment Management → Programs → Information System → Investment Management Reports → Programs - Current Data → Availability → Budget Availability in Program.

Start the report using your investment program.

5-1-2 Modify the report you just called. To do so, you can choose one of the following methods:

• Open a new session. In Customizing for Investment Programs, choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Display Drilldown Reports

Double-click the report 131BUDGAVPR. Choose Extras → Report parameters.

or

• Choose Extras → Report parameters in the screen showing the results of the report.

Now copy the form that belongs to this report to the new name, T-000##, so that you can change the form later. Choose the Display form function, and then choose Form → Change. Choose Copy. The name of the original form (131BUDGAVPR) should appear automatically. Enter the new form name T-000##. Choose Enter to save your copy.

© SAP AG AC350 5-16

5-1-3 In the change transaction for forms, double click the form T-000## form (you may need to scroll down). Choose Extras → Drilldown Display → Undo selection. Place the cursor on the header row of the ‘Assign. %’ column and choose Edit → Delete. Place the cursor on the header row directly before the last column. Choose Edit → Element → Insert element. In the first dialog box, select Characteristics, in the second dialog box Value type, and then value type 12 for down payment. Check and confirm your entries. Choose Extras → Drilldown display→ Select rows/columns. Select the following columns: ‘Budg.Prog’, ‘Actual’, ‘Commitment’ and ‘Down payments’ along with the following rows: ‘Overall’, rows ‘To &1YF’ to ‘&1YF and following’ and ‘Total of years.’ Select by placing the cursor on the text and choosing the Select/deselect function. Choose Save selections. Choose Enter and save your entries.

5-1-4 Now create a report using the form you changed. In Customizing for Investment Programs, choose

Menu path:

Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Create Drilldown Reports

Enter T-000## as the report name. Enter a description and your form T-000##, and choose Create. In the transaction for creating the drilldown report, choose the Characteristics tab. Select the Object and Person responsible characteristics (found in characteristics list). Then adopt these characteristics by choosing the left arrow. On the Output type tab, set the Graphical report-output indicator and an output area for a drilldown. Save your entries.

5-1-5 Start your modified drilldown. Choose Execute.

© SAP AG AC350 5-17

5-2 Create a summarized dataset and use it for reporting:


Menu path:

Information System → Information System Using Summarization → Define Summarization Versions Choose New Entries. Enter the key T##, a short description and save your entries. Return to the IMG hierarchy and select Choose Characteristics for Detail Display. Here you can decide which characteristics should be considered during summarization: Deselect the Appropriation req. and Measure fields. Save your entries.

5-2-2 Now summarize your investment program. From the SAP Easy Access Menu, choose

Menu path:

Accounting → Investment Management → Programs → Periodic Processing → Summarization → In Your Own Client → Copy Program

Enter your investment program, the approval year and summarization version. Start the report. The system now replicates the current hierarchy in the summarization database. Choose Periodic Processing → Summarization → In Your Own Client → Copy Entities. Enter your investment program and the approval year. Select the entities that you want to replicate in the summarization database (all entities except measures and appropriation requests). Start the report. Choose Periodic Processing → Summarization → In Your Own Client → Summarize Values. Enter your investment program, the approval year and summarization version. Select all value types for summarization (overall values and annual values, plan/budget, and so on). Enter a fiscal year up to which you wish to report. Start the report.

5-2-3 From the SAP Easy Access menu for investment programs choose Periodic Processing → Summarization → Overview. Enter your investment program, the approval year and summarization version. Start the report.

5-2-4 In the SAP Easy Access menu for investment programs, choose Information System → Investment Management Reports → Programs – Summarization Database → Planned Values. Start the Plan in Program, Approp. Request, Measures report. Enter your summarization version on the initial screen of the drilldown.

© SAP AG AC350 6-1

SAP AG 2003

Appendix

Contents:

Possible follow-up activities

Key Investment Management Customizing

and application settings

© SAP AG AC350 6-2

SAP AG 2003

Recommended Follow-Up Activities

Go through the exercises.Use either the IDES data or your own data

For more information on recentdevelopments for customers and partners,go to the SAP Service Marketplaceusing the URL http://service.sap.com/im

Read the online documentation

Read the IMG documentation

Read the release notes

© SAP AG AC350 6-3

Key Investment Management Customizing and Application Paths

General: To open Investment Management Customizing settings, go to the following menu path: SAP Easy Access → SAP Menu → Tools → Customizing → IMG → Edit Project → Choose SAP Reference IMG → SAP Customizing Implementation Guide → Investment Management

To open the Investment Management application, go to the following menu path: SAP Easy Access → SAP Menu → Accounting → Investment Management

Unit 2 - Investment Programs: Key paths / settings in Investment Management Customizing:

Defining program types: Investment Programs → Master Data → Define Program Types

Allowed entries for master data fields: Investment Programs → Master Data → Allowed Entries for Certain Master Data Fields

Defining a planning profile: Investment Programs → Planning in Program → Cost Planning → Maintain Planning Profiles

Defining a budget profile: Investment Programs → Budgeting in Program → Define Budget Profiles for Investment Programs

Key paths in the Investment Management application:

Defining a program definition / IM01: Programs → Master Data → Investment Program Definition → Create

Editing the program structure / IM22: Programs → Master Data → Investment Program Structure → Change

Planning a program / IM35: Programs → Program Planning → Edit

Budgeting a program / IM32: Programs → Budgeting → Edit Original

Distributing a budget / IM52: Programs → Budgeting → Budget Distribution → Edit

© SAP AG AC350 6-4

Unit 3 - Appropriation Requests: Key paths / settings in Investment Management Customizing:

Defining partner determination procedure and partner functions: Appropriation Requests → Master Data→ Control Data → Define Partner Determ. Procedure and Partner Functions

Defining appropriation request types: Appropriation Requests → Master Data → Control Data→ Maintain Appropriation Request Types

Defining number assignment: Appropriation Requests → Master Data → Control Data → Define Number Assignment

Defining screen layout: Appropriation Requests → Master Data → Control Data → Define Screen Layout for Appropriation Requests

Defining tab layout: Appropriation Requests → Master Data → Control Data → Specify Tab Layout for Appropriation Requests

Defining user status profile: Appropriation Requests → Master Data → Control Data → User Status → Define User Status Profile

Defining plan profiles for cost planning and revenue planning: Appropriation Requests → Planning → Cost Planning (or Revenue Planning) → Define Planning Profile for Cost Planning (or Revenue Planning)

Defining approval levels for appropriation requests: Appropriation Requests → Approval → Define Approval Levels for Appropriation Requests

Activating event linkage for a workflow task: Appropriation Requests → Approval → Activate Event Linkage for Workflow Task


Creating and planing an appropriation request / IMA11: Appropriation Requests → Edit Appropriation Requests → Individual Processing

© SAP AG AC350 6-5

Submitting Appropriation Requests for Approval / IMA11: Appropriation Requests → Edit Appropriation Requests → Individual Processing → Control tab → Activate “For Approval” Status

Approving an appropriation request / SBWP: SAP Easy Access → SAP Menu → Office → Workplace Unit 4 Projects as Investment Measures: Key paths / settings in Investment Management Customizing settings:

Defining asset classes: Projects as Investment Measures → Master Data → Assets Under Construction → Define Asset Class

Defining project profiles: Projects as Investment Measures → Master Data → WBS Elements → Define Project Profile

Entering a project profile in the appropriation request type: Appropriation Requests → Master Data → Control Data → Maintain Appropriation Request Type

Defining investment profiles: Projects as Investment Measures → Master Data → Define Investment Profile → Define Investment Profile

Defining planning and budget profiles: Projects as Investment Measures → Planning and Budgeting → Maintain Planning Profiles/Budget Profile

Configuring settlement: Projects as Investment Measures → Settlement → Maintain Settlement Profiles or Maintain Allocation Structures or Maintain Source Structure

Assigning a settlement profile to a project profile: Projects as Investment Measures → Master Data → WBS Elements → Define Project Profile → Controlling tab


Distributing a budget: Programs → Budgeting → Budget Distribution → Edit

Settling Investment Projects: Investment Projects → Period-End Closing → Single Functions → Settlement → Individual Processing

© SAP AG AC350 6-6

Unit 5 - Information System: Key paths / settings in Investment Management Customizing:

Determining form name for a drilldown: Investment Programs → Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Drilldown Reports → Display Drilldown Reports, then Extras → Report parameters

Copying a form: Investment Programs → Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Forms → Change Form → Form → Copy

Modifying a form: Investment Programs → Information System → Information System without Summarization (Current Data) → Definition of Drilldown Reports → Define Forms → Change Form

Defining a summarization version: Information System → Information System Using Summarization → Define Summarization Versions Selecting characteristics for individual display (during summarization): Investment Programs → Information System → Information System Using Summarization → Choose Characteristics for Detail Display Key paths in the Investment Management application:

Summarization within one client: Programs → Periodic Processing → Summarization → In Your Own Client → Copy Program and Summarize Values

Overview of summarization versions: Programs → Periodic Processing → Summarization → Overview

Calling summarized reports: Programs → Information System → Investment Management Reports → Programs Summarization Database

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