Functional Area & Cost of Sales

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SAP ECC 6.03

August 2008

English

Cost of Sales Accounting(161)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Building Block Configuration Guide



SAP Best Practices Cost of Sales Accounting (161): Configuration Guide

© SAP AG Page 2 of 19

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Contents

1 Purpose .................................................................................................................................... 5

2 Preparation ............................................................................................................................... 5

2.1 Prerequisites .................................................................................................................. 5

3 Configuration ............................................................................................................................ 5

3.1 Financial Accounting ...................................................................................................... 5

3.1.1 Activating Cost of Sales Accounting .......................................................................... 5

3.1.2 Defining functional Areas ........................................................................................... 6

3.1.3 Assigning Scenarios and Customer Fields to Ledgers .............................................. 7

3.1.4 Defining Functional Area in Chart of Account ............................................................ 7

3.1.5

Functional Area in Internal Orders ............................................................................. 9

3.1.6 Maintaining Substitution for Cost of Sales Accounting ............................................ 10

3.1.7 Activating Substitution for Cost of Sales Accounting ............................................... 11

3.2 Asset Accounting ......................................................................................................... 12

3.2.1 Activating Account Assignment Objects .................................................................. 12

3.2.2 Specifying Account Assignment Types for Account Assignment Objects ............... 13

3.3 Cost Center Accounting ............................................................................................... 14

3.3.1 Assignment of Functional area to Cost Center Categories ..................................... 14

3.4 Master Data .................................................................................................................. 16

3.4.1

Message Control: Add message (Warning) ............................................................. 16

3.4.2 Assignment Functional Areas to Cost Centers ........................................................ 17

3.4.3 Deleting Message from Message Control................................................................ 18





Cost of Sales Accounting

1 PurposeThis configuration guide provides the information you need to set up the configuration of thisbuilding block manually.

If you do not want to configure manually and prefer an automated installation process using BCSets and other tools, refer to the installation guide of this building block.

2 Preparation

2.1 Prerequisites

Before you start installing this scenario, you must install prerequisite building blocks. For moreinformation, see the building block prerequisite matrix (Prerequisites_Matrix_[ xx ]_EN_JP.xls; theplaceholder [ xx ] depends on the SAP Best Practices version you use, for example BL refers tothe SAP Best Practices Baseline Package: Prerequisites_Matrix_BL_EN_JP.xls). This documentcan be found on the SAP Best Practices documentation DVD in the folder: ..\BBLibrary\General\.

3 Configuration

3.1 Financial Accounting

3.1.1 Activating Cost of Sales Accounting

Use

In this activity, you activate cost of sales accounting for your company codes.

This means that when you post to these company codes, the functional areas are derived andupdated.

Procedure

1. Access the activity using one of the following navigation options:

Transaction code SPRO

IMG menu Financial Accounting (New) Financial Accounting Global

Settings (New) Ledgers Ledger Activate Cost of Sales Accounting

2. On the Change View “Cost of Sales Accounting”: Overview screen make the followingentries:

Co Company Name COS Status





Co Company Name COS Status

1000 Buchungskreis 1000 2 Active

3. Choose Save.

Result

You have now acitvated the Cost of Sales Accounting for company code 1000.

3.1.2 Defining functional Areas

Use

In this activity you create your functional areas.

Procedure1. Access the activity using the following navigation option:


IMG menu Financial Accounting(New) Financial Accounting Gloabal

Settings (New) Ledgers Fields Standard Fields

Functional Area for Cost of Sales Accounting DefineFunctional Area

2. On the Change View “Functional areas”: Overview screen choose New Entries.

3. On the New Entries: Overview of Added Entries screen make the following entries:

Functional Area Name

YB10 Sales Revenue

YB15 Sales Deduction

YB20 Production

YB30 Sales and Distribution

YB35 Marketing

YB40 Administration

YB50 Research & Development

YB70 Other Revenue

YB75 Other Expenses

YB90 Taxes from income and revenue

YB95 Other P&L accounts

YB98 Other Taxes

YB99 Dummy functional area





4. Choose Save.

Result

The new functional areas are created.

3.1.3 Assigning Scenarios and Customer Fields to Ledgers

UseIn this IMG activity, you assign the following to your ledgers. This determines what fields in aledger are updated when it receives posting from other application components.

Procedure

1. Access the activity using the following navigation option:


IMG menu Financial Accounting (NEW)

Financial Accounting basicsettings (NEW) Ledgers Ledger Assign Scenarios anCustomer Fields to Ledgers

2. On the Display View “Ledgers”. Overview screen select New General Ledger (0L) anddouble-click on Scenarios.

3. On the Change View “Scenarios”: Overview screen select New Entries.

4. On the New Entries: Overview of Added Entries screen make the following new entries:

Scenarios for General Ledger Accounting Long Text

FIN_UKV Cost of Sales Accounting

5. Choose Save.

Result

You have now assigned the scenario FIN_UKV.

3.1.4 Defining Functional Area in Chart of Account

Use

The system derives the functional area during document entry based on the information in thecoding block.

The system checks whether a functional area is entered in the master record of the cost elementor the profit and loss account. This functional area overwrites the functional area derived from theassigned object.

You should fill the functional area in the G/L account when the posted documents ofthis account (cost element) can always assign to this special functional area.





When the documents of this G/L account (cost element) cannot only be assigned tothis one functional area, but also in other functional areas, you shouldn’t fill thefunctional area in the account, because of point 2 (The functional area of the masterrecord of the cost element overwrites the functional area derived from the assignedobject).

From this aspect, the following entries should be re-examined.

Procedure


Transaction code OB_GLACC11

IMG menu Financial Accounting (New) General Ledger Accounting

(New) Master Data G/L Accounts G/L Account

Creation and Processing Change G/L Accounts Collectively

Change Chart of Accounts Data

2. If a Warning-Pop-Up appears, press Continue (Enter).

3. On the Mass Maintanance: G/L Account screen, make the following entries:

Chart of Accounts G/L account To G/L account

YAJP 81110000 99990000

4. Choose Execute.

5. If a Processing-Mode Pop-Up appears, press display all records.

6. On the Mass Maintenance: G/L Account screen make the following entries: Only FunctionalArea!!!

Chart of

Accounts

G/L

accountno.

Short Text Balance

sheetaccount

P&L

statmtaccttype

Account

group

Functional

Area

YAJP 82310000 Cost of raw material × 8000 YB20

YAJP 82320000 Purchasing parts cost YB20

YAJP 82330000 Subsidiary materialcost

× 8000 YB20

YAJP 82331000 Packaging materialcost

× 8000 YB20

YAJP 82350000 Factory supplies cost × 8000 YB20

YAJP 82370000 Inventory change - notfinished goods× 8000 YB20

YAJP 82380000 Change in finishedproducts inventory

× 8000 YB20

YAJP 82390000 Cost of sales × 8000 YB20

YAJP 85390000 Gas × 8000 0400

YAJP 85400000 Water × 8000 0400





YAJP 85620000 R&D cost × 8000 YB50

7. Carry Out a mass change.

8. Choose Save.

9. A warning pop-up appears. Select Continue (Enter).

10. On the Messages from the Update Task screen, a list is generated from the saved data.

3.1.5 Functional Area in Internal Orders

Use

You can enter the functional area in the master data of internal orders.

When you create an internal order, the system checks whether a functional area exists in the

order type or in the model order.

If a value exists, the value is transferred as default value into the master data of theinternal order.

If there is no value, the system checks whether a functional area exists for the specifiedresponsible cost center. If a value exists in the cost center, this value is transferred asdefault value into the master data of the internal order.

To ensure the consistency of the functional area in the master data of internal ordersand the responsible cost center, you define the Functional Area field as output field.In this way, you ensure that the functional area cannot be entered manually in theinternal order.

Procedure1. Access the activity using the following navigation option:

Transaction code KOT2_OPA

IMG menu Controlling Internal Orders Order Master Data Screen

Layout Select Fields.

2. On the screen, select the order types “Y100“(Research and Development) in which theFunctional Area is to be assigned.

3. On the, Change Order types: Details Screen, under General parameters tab, make thefollowing entries:

Functional Area

YB50

4. Save.

5. Repeat Step 2 to Step 4 with following internal order types and assign the functional areas asmentioned below:

Internal Order Types Functional Area

Y010 Marketing & Advertisement Requests YB30





Internal Order Types Functional Area

Y020 Overhead Costs YB40

Y600 Investments YB40

Y9A0 Accrued Cost Accounting YB40

Note: Internal Order type “Y9A0” Internal orders Accrued Cost Accounting is used for accruingcost in controlling and it does not posts FI entries. So it has to be ensured that this does not haveone sided impact on Cost of Sales Accounting and it may be a reconciliation item. To check withcost center accounting and

3.1.6 Maintaining Substitution for Cost of Sales Accounting

Use

In this IMG activity, you have to define for your leading ledger the substitution for functional area

in documents.

To sort expenses according to corporate functions, the system derives the functional area for thefollowing postings:

Primary postings (postings in Financial Accounting) to a profit and loss account

Secondary postings (allocations in Controlling)

The functional area is derived for both objects involved in the allocation.

Using substitution for the component Financial Accounting, event 0006. If afunctional area has already been determined, this is overwritten with the functional

area obtained via substitution.Definition of a substitution is necessary in the following cases:

If you cannot enter a functional area in the master data of an object such asbusiness process or real estate objects.

If you want to define exceptions where the system should not derive thefunctional area from the object.

Procedure



IMG menu Financial Accounting (NEW) Financial Accounting Global

settings (NEW) Tools Validation/Substitution Defineand Activate Substitution for Cost of Sales Accounting

2. On the Change View “Substitution for Cost -of-Sales Accounting”: Overview screen, selectNew Entries.

3. On the New Entries: Overview of Added Entries screen make the following entries :





CoCd CallPnt Substitution Activetn level

1000 6 DUMMY 0

4. Make a double click on the field DUMMY .

5. On the pop-up screen Confirmation prompt, select YES.

6. On the Create Substitution (Header Data) screen, select button STEP .

7. On the pop-up Substitutable fields (Class 018) select following entry:

Table Field Description Type 000000

X COBL FKBER Functional Area CHAR 000016

8. Choose Enter .

9. On the pop-up Entering the substitution method select Constant value and continue

(ENTER).

10. Select STEP 001 Prerequisite.

11. Select button COMMENTS.

12. On the pop-up Enter a comment , make the following entry:

Comment COBL-SAKNR >= '81110000' AND COBL-FKBER = ''

13. Enter.

14. Choose Substitutions.

15. On the Create Substitution: XXX – Step 001 – Substitutions screen make the followingentries:

Step 001 Functional Area Constant Value

Set Dummy functional area X YB99

16. Save the substitution.

Result

You have now maintained the substitution fo Cost of Sales Accounting.

3.1.7 Activating Substitution for Cost of Sales Accounting

Use

In this IMG activity, you have to activate the substitution for functional area in documents.

Procedure







IMG menu Financial Accounting (NEW) Financial Accounting basic

settings (NEW) Tools Validation/Substitution Defineand Activate Substitution for Cost of Sales Accounting

2. On the Change View “Substitution for Cost -of-Sales Accounting": Overview screen, make thefollowing entries:

CoCd CallPnt Substitution Activtn level

1000 Functional Area DUMMY 1

3. Save the substitution.

Result

You have now activated the substitution for Cost of Sales Accounting

3.2 Asset Accounting

3.2.1 Activating Account Assignment Objects

Use

In this step, you make settings for additional account assignment objects (for example, costcenter, investment order) during posting in Asset Accounting.

Procedure



IMG menu Financial Accounting (NEW) Asset Accounting

Integration with the Clobal Ledger Additional Account

Assignment Objects Activate Account AssignmentObjects

2. On the Change View “Account Assignment Elements for Asset Accounting”: Overview screenmake the following entries:

AcctAsgnOb Account Assignment Object Name Active Bal. Sheet Agreement

CAUFN Internal Order x

EAUFN Investment Order x

FISTL Funds Center x x

FISTL2 Funds Center for Investment x x

FKBER Functional Area x

FKBER2 Functional Area for Investment x x

GEBER Fund x x





GEBER2 Fund for Investment x x

GRANT_NBR Grant x x

GRANT_NBR2 Grant for Cap. Investment x x

IAUFN Maintenance Order x

IMKEY Real Estate Object

KOSTL Cost Center x x

LSTAR Activity Type x

PS_PSP_PNR WBS Element of Investment Project X

PS_PSP_PNR2 WBS Element

3. Choose Save.

3.2.2 Specifying Account Assignment Types for AccountAssignment Objects

Use

The possible account assignment types for account assignment objects are: APC balance sheetposting or account assignment of depreciation. In this step, you assign account assignment typesto the account assignment objects. These assignments are dependent on

Company code

Depreciation area

Transaction type

If you want to assign both account assignment types to an account assignment object, you haveto make at least two table entries for the account assignment object.

You can make a generic entry, using an asterisk (*), for the transaction type. The system thenuses the account assignment type you entered for all transaction types for that accountassignment object (in the company code and depreciation area). SAP also supplies a genericcompany code and two generic depreciation areas (see below).

Procedure



IMG menu Financial Accounting (NEW) Asset Accounting Integration

with the General Ledger Additional Account Assignment

Objects Specify Account Assignment Types for Account Assignment Objects

2. On the Display View “Company View”: Overview screen, select following entry:

Company Code Company Name





Company Code Company Name

1000 日本サンプル会社 1000

3. Select Depreciation Area.

4. Choose following entry:

Area Dep. Area

1 Book deprec.

5. Select Account Assignment Objects.

6. On the Change View “Account Assignment Objects”: Overview screen, make the

following entries:

AcctAsgnOb Account Assignment Object Name Tra AcctAssgnt

FKBER Functional Area * x

KOSTL Cost Center * x

7. Choose Save.

8. Select Back.

9. On the Change View “Depreciation ‘Area”: Overview screen, make the following entries:

Area Dep. Area

20 Cost-acc.

10. Select Account Assignment Objects.

11. On the Change View “Account Assignment Objects”: Overview screen, make the followingentries:

AcctAsgnOb AccountAssignment

Object Name

Tra Transact.typetext

AccountAssignment

Type

AcctAssgnt

CAUFN Internal Order * Generic Trans.Type

02 DepreciationRun

x

FKBER Functional Area

* Generic Trans.Type

02 DepreciationRun

x

KOSTL Cost Center * Generic Trans.Type

02 DepreciationRun

x

12. Choose Save.

3.3 Cost Center Accounting

3.3.1 Assignment of Functional area to Cost CenterCategories

Use

In this step, you make additional settings for Functional Area in Cost Center Categories.





As per description in Maintain Substitution chapter above the system derives the functional areaduring document entry based on the information in the coding block. The functional area appearson the entry screen.

It is derived as follows:

1. From the master records of the assigned objects

If an object is assigned during a posting, the system checks whether a functional area hasbeen entered in the master record of the object. The system retains this functional areaprovisionally.

2. From the master record of the G/L account or the cost element

The system checks whether a functional area is entered in the master record of the costelement or the profit and loss account. This functional area overwrites the functional areaderived from the assigned object.

3. Using substitution for the component Financial Accounting, event 0006. If a functionalarea has already been determined, this is overwritten with the functional area obtained viasubstitution.

To avoid that profit and loss accounts with cost centres have no functional area, the functional

area is set in the Cost Center Category.

It may be possible to set the functional area directly in the cost center (see below).

Procedure


Transaction code OKA2

IMG menu Controlling Cost Center Accounting Master Data Cost

Centers Define Cost Center Categories

2. On the Change View “Cost Center Categories”: Overv iew screen, make the following entries:

CC Name Qty ActPri ActSec ActRev PlnPri PlnSec PlnRev Cmmt FuncE Development x x x YB50

F Production x x x x YB20

G Logistics x x x YB20

H Service costcenter

x x x x YB40

L Management x x x YB40

M Material x x x YB20

S Social x x x YB40

V Sales x x x YB30

9 Marketing x x x YB35

W Administration x x x YB40

2. Choose Save.

(Note: Cost Centre Category “9: Marketing” is not a standard category and it has to be de fined asa new line item if it is not already existing and then make the above settings)





3.4 Master Data

3.4.1 Message Control: Add message (Warning)

Use

If you want to change the functional area in the master data even though postings with thisfunctional area have already been made, an error “Transaction Data already exists” appears. Ifyou change the functional area, future postings are made using the new functional area. Thechange made to the functional area has no effect on postings that have already been made.

If you have to change the functional area, you can change the message type of this message.

You can

Determine whether a message is output as a note in a dialog box or in the footer

Change warnings to error messages

Deactivate warnings and error messages

You can make different specifications for dialog processing and batch input processed in thebackground.

You can make the specifications for a client, and if necessary, for individual users.

Note: This activity (change the message to change the functional area) should onlybe done in the test phase of the configuration or in a productive system with very

careful care. If you use new General Ledger Accounting, you have to manually repostany documents that have already been posted!!!

Procedure


Transaction code OBA5

IMG menu Financial Accounting (New) Financial Accounting General

Settings (New) Document Default Values Changemessage Control for Document Processing

2. On the Maintain Table Views: Initial Screen make the following entry in the pop-up DetermineWork Area: Entry :

Work Area

Application Area FH





3. Choose Continue (Enter).

4. On the Change View “Message Control by User”. Overview screen, select New Entries.

5. On the New Entries. Overview of Added Entries screen, make the following entries:

Msg. Message Text UserName

Online Batch Standard

600 W W

6. Choose Save.

3.4.2 Assignment Functional Areas to Cost Centers

Use

In this step, you make additional settings for Functional Area in Cost Centers.

Note: If you change the functional area, future postings are made using the newfunctional area. The change made to the functional area has no effect on postingsthat have already been made. You have to manually repost any documents that havealready been posted. Changes to the functional area can lead to inconsistencies ifdocuments are reversed. If, subsequent to the functional area being changed,documents posted prior to this change are then reversed, the reversal document mayin some cases be posted under the new functional area.

This activity should only used in the test status of the configuration or on a productivesystem with very careful care!

Procedure


SAP ECC menu Accounting Controlling Cost Center Accounting Master

Data Cost Center Individual Processing Change

Transaction code KS02

2. If required enter controlling area 1000.

3. On the Change Cost Center Initial screen, provide the cost center and select enter.

4. On the Change Cost Center: Basic Screen screen select tab “Basic Data” and enter thefunctional area in the field “Functional Area.

5. Save your entries

Provide following data for SAP Best Practices cost center master data:

Cost Center Functional Area

1101 YB40

1201 YB20

1202 YB20

1301 YB20





1302 YB20

1321 YB20

1401 YB40

1501 YB50

1601 YB35

1602 YB30

1701 YB40

1750 YB40

1801 YB40

1901 YB30

3.4.3 Deleting Message from Message Control

Use

In this step, you delete the message warning to create the standard error message again, so thatthe functional areas in the cost centers cannot be changed (if postings have already been made).

Procedure


Transaction code OBA5

IMG menu Financial Accounting (New) Financial Accounting General

Settings (New) Document Default Values Changemessage Control for Document Processing

2. On the Maintain Table Views: Initial Screen make the following entry in the pop-up DetermineWork Area: Entry :

Work Area

Application Area FH


4. On the Change View “Message Control by User”. Overview screen, select following entries:

Msg. Message Text UserName

Online Batch Standard

600 W W





5. Choose Delete (Shift + F2).

6. On the Change View “Message Control by User”. Overview screen, the pop-up InformationNumber of deleted entries: 1 appears:


8. Choose Back (F3)

9. On the Maintain Table Views: Initial Screen, select button YES in the pop-up ExitMaintanance.

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Functional Area & Cost of Sales

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