207 ERP607 BPD en in-207 Period End Closing Projects-India

EHP7 for SAP ERP 6.0 April 2014 English

Period End Closing Projects (207) Business Process Documentation

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

Period End Closing Projects (207): BPD

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Period End Closing Projects (207): BPD

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Contents 1

Purpose.................................................................................................................................. 5

2

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

Master Data and Organizational Data.............................................................................5

2.2

Roles............................................................................................................................... 5

2.3

Preliminary Steps............................................................................................................ 6

3

Process Overview Table......................................................................................................... 6

4

Process Steps........................................................................................................................ 7

5

4.1

Recording Purchase-Order Related AP Transactions.....................................................7

4.2

Releasing Blocked Invoices............................................................................................. 8

4.3

Ensuring Inventory Movements are Complete – Goods Issue.........................................9

4.4

Opening New MM Period.............................................................................................. 10

4.5

Calculation of Work in Process (WIP)............................................................................11

4.6

Analyzing revenue and cost of sales.............................................................................12

4.7

Actual Settlement Project..............................................................................................13

4.8

Closing Completed Projects (Business View)................................................................15

4.9

Running Profitability Report........................................................................................... 15

Appendix.............................................................................................................................. 16 5.1

Reversal of Process Steps............................................................................................ 16

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Period End Closing Projects 1 Purpose This Scope item covers the period end closing for projects.

2 Prerequisites 2.1 Master Data and Organizational Data SAP Best Practices Standard Values Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers. This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scope item.

Using Your Own Master Data You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation. Use the following master data in the process steps described in this document:

Service Service Plant Master data

Value

Master / org. data details

Controlling area

1000

Controlling Area 1000

Company code

1000

Company Code 1000

Plant

1000

Production Plant 1000

Sales organization

1000

Sales Org. 1000

Distribution channel

10

Direct Sales

Division

10

Product Division 10

Operating concern

10IN

Operating Concern Best Practice

Comments

2.2 Roles Use The following roles must have already been installed to test this scope item in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

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Prerequisites The business roles have been assigned to the user who is testing this scope item. Business role

Technical name

Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S

Assignment of this role is necessary for basic functionality.

Accounts Payable SAP_NBPR_AP_CLERK_S Accountant

Record Purchase-Order Related AP Transactions

Accounts Payable SAP_NBPR_AP_CLERK_S Accountant

Release Blocked Invoices

Warehouse Clerk

SAP_NBPR_WAREHOUSECLERK_S Ensure Inventory Movements are Complete – Goods Issue

General Ledger Accountant

SAP_NBPR_FINACC_S

Open New MM Period

Project Manager

SAP_NBPR_PROJECTMANAGER_ M

Calculation of Work In Process (WIP)

Consulting Agency Project Manager

SAP_NBPR_CNSLT_PROJMGR_S

Evaluation of revenues and costs

Project Manager

SAP_NBPR_PROJECTMANAGER_ M

Close Completed Projects (business view)

Project Manager

SAP_NBPR_PROJECTMANAGER_ M

Actual Settlement Project to COPA

Enterprise Controller

SAP_NBPR_CONTROLLER_M

Run Profitability Report

2.3 Preliminary Steps To run through this scope item, the following business conditions have to be fulfilled: -

purchase order invoices have to be posted

-

blocked purchase order invoices have to be released

-

all goods shipped in previous periods have been posted

-

all goods movements have been posted

-

all confirmations belonging to service orders have been posted.

3 Process Overview Table Process step

Record Purchase-OrderRelated AP Transactions

Release Blocked Invoices © SAP SE

External process reference

Business condition Invoices must be posted before monthend

Business role

Transaction code

Expected results

Accounts Payable Accountant

MIRO

Vendor liability is posted with GR/IR, PPV and/or Small Difference off-set posting

Accounts Payable

MRBR

The blocked invoices are Page 6 of 8

SAP Best Practices Process step

Period End Closing Projects (207): BPD External process reference

Business condition

Business role

Transaction code

Expected results released

Accountant

Ensure Inventory Movements are Complete

Warehouse Clerk

VL10

All goods issues shipped in previous period are posted.

Open New MM Period (only if the MM period in the system is not set to the current period)

Finance Manager

MMPV

MM values for previous month are closed. New MM period is open for postings.

Calculation of Work in Process (WIP)

Product Cost KKAJ Controller

WIP is calculated

Analyze revenues and Cost of Sales

Consulting Agency Project Manager

S_EE5_

Evaluation of revenues and costs

Actual Settlement Project

Enterprise Controller

CJ8G

The project is settled

Close Completed Projects (business view)

Project Manager

CJ20N

The project is completed

Run Profitability Report

Enterprise Controller

KE30

Report

63000037

4 Process Steps 4.1 Recording Purchase-Order Related AP Transactions Use In this activity, you record purchase-order related accounts payable transactions.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics ® Materials Management ® Logistics Invoice Verification ® Document Entry ® Enter Invoice

Transaction code

MIRO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

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Business role menu

Accounts Payable ® Posting ® Invoices ® Enter Incoming Invoice w/ PO Reference

2. If the Enter Company Code dialog box appears, enter your Company Code and choose Enter. 3. On the Enter Incoming Invoice screen, make the following entries: Field name

Description

User action and values

Transaction

Invoice

Invoice Date



Reference

Invoice number

Posting Date



Amount



Currency

INR

Calculate Tax

Selected

PO Number



Comment

4. Choose Enter. 5. Review the displayed line items. Deactivate any line items that are not part of the invoice. If necessary, make amount/quantity changes to those lines that are part of the invoice. 6. Choose Enter. 7. Choose Post.

Result The Vendor liability is posted with GR/IR, PPV and/or small difference off-set posting. Debited Accounts

Credited Accounts

GR/IR Account

Vendor

PPV (if applicable)

PPV

Small Difference (if applicable)

Small Difference (if applicable) Use Tax (if applicable)

4.2 Releasing Blocked Invoices Use This activity reviews and releases blocked invoices.

Procedure 1.

Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics ® Materials Management ® Logistic Invoice Verification ® Further Processing ® Release Blocked Invoices

Transaction code

MRBR

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role © SAP SE

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Period End Closing Projects (207): BPD

Business role

Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

Business role menu

Accounts Payable ® Posting ® Invoices ® Release Blocked Invoice w/ PO Reference

2.

In the Company code field, enter 1000 and choose Execute.

3.

On the Release blocked invoices screen, choose the invoices to be released, and then choose Release.

4.

Save your entries.

5.

If the invoice is not authorized, resolve any issues, and run this transaction again. Otherwise, go to the next step.

Result The invoices are released for payment.

4.3 Ensuring Inventory Movements are Complete – Goods Issue Use In this activity, you ensure that inventory movements are complete.

Procedure 1.

Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics ® Sales and Distribution ® Shipping and Transportation ® Outbound Delivery ® Create ® Collective Processing of Documents Due for Delivery ® User-Specific Delivery Scenario

Transaction code

VL10

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK_S)

Business role menu 2.

Make the following entries: Field name

3.

Warehouse Management ® Shipping ® Delivery Due ® Edit Userspecific Delivery List

Description

User action and values

Shipping Point/Receiving Pt

1000

Deliv Creation Date



Comment

Choose Execute. The system displays the Activities due for shipping "Sales orders, fast display" report, which shows items to be reviewed and processed. Review the list to see if

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Period End Closing Projects (207): BPD

any items should have been completed for the previous period. Complete any outstanding goods issues.

Result All goods issues that were shipped in the previous period have been posted into the system. Debited Accounts

Credited Accounts

COGS

Inventory

4.4 Opening New MM Period Use Stock and valuation data are managed by period. For values and goods movement to be posted to the correct period, the period must be set whenever a new period starts. This activity should be run after all users have logged off. It cannot be run while anyone is handling a material. If it has not been run, no materials movements can be done in the new period.

Perform this activity only if the MM period in the system is not set to the current period.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics ® Production ® Master Data ® Material Master ® Other ® Close Period

Transaction code

MMPV

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

General Ledger Accountant (SAP_NBPR_FINACC_S)

Business role menu

General Ledger ® Periodic Processing ® Closing Periods ® Close Period for Material Master

2. On the Close Period for Material Master Records screen, make the following entries: Field name

Description

User action and values

From company code

1000

To company code

1000

Next period



Next fiscal year



Check and close period

Selected

© SAP SE

Comment

Use Check period only and Close period only if you want to do Page 6 of 8

SAP Best Practices

Period End Closing Projects (207): BPD this activity in two steps instead of one.

3. Choose Execute.

Result MM values are closed for the previous month. The new MM period is open for postings.

4.5 Calculation of Work in Process (WIP) Use Results analysis is used to evaluate the progress of projects based on planned and actual revenues and costs.

Procedure 1.

Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics ® Project System ® Financials ® Period-end Closing ® Single Functions ® Results Analysis ® Proceed ® Collective Processing

Transaction code

KKAJ

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Project Manager (SAP_NBPR_PROJECTMANAGER_M)

Business role menu

Project Management ® Project Execution ® Financials ® Actual Results Analysis: WBS Elem.

2.

If this is the first time you access this transaction, on the Set Controlling Area dialog box, in the Controlling Area field, enter 1000 and choose Enter.

3.

On the initial screen enter the following data: Field name Selection variant

Description

User action and values

Comment

YSLSV_PRJ

Variant is already created. (Values of variant: project profiles YBS1000 and YBS2000, Company code 1000 and Project * (Wildcard); Network/order single value)

Calculation to period

Closed period

Fiscal year



RA Version

0

Test run

Deselected

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To review WIP without calculation, select this Page 6 of 8

SAP Best Practices Field name

Period End Closing Projects (207): BPD Description

User action and values

Comment checkbox.

4.

Log Information Messages

Selected

Output object list

Selected

Hide objects with 0 Value

Selected

Choose Execute. – Not recommended because of possible long runtime.

Recommendation Run this process in the background: 1. Choose Background Processing in the Processing Options, and then choose Execute. 2. On the Background Processing Options dialog box, choose Start Immediately. Note the job number. 3. Choose Check. 4. Choose Confirm. 5. On the Background Print Parameters dialog box, choose the Output device, and choose Continue. 6. Choose (NWBC: Menu ®) the System, select it and then select the Own Jobs line. 7. On the Job Overview screen, choose Jobname. 8. Choose Joblog to see the results.

Result The system generates a report of WIP calculations for the selected projects.

4.6 Analyzing revenue and cost of sales Use The revenues and costs of sales computed in the previous step are now being analyzed by a manager according to various criteria like project, employee, and period.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

N/A

Transaction code

S_EE5_63000037

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role © SAP SE

Consulting Agency Project Manager Page 6 of 8

SAP Best Practices

Period End Closing Projects (207): BPD (SAP_NBPR_CNSLT_PROJMGR_S)

Business role menu

Reports & Analysis → WIP Track & Analysis → WIP Costs and Revenue

2. On the Work in Progress Cost and Revenue screen, enter results analysis version 0. 3. Provide further selection criteria as desired. 4. Choose Execute. Further transactions to analyze the revenues and costs of sales exist. The processing is similar to the one described above. These transactions can be accessed in the following way: Option 1: SAP Graphical User Interface (SAP GUI) Transaction codes: S_EE5_63000034 - WIP Details S_EE5_63000035 - WIP Revenue S_EE5_63000036 - WIP Details with Revenue Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Menu path: Reports and Analysis ® WIP Track & Analysis ® WIP Details WIP Revenue WIP Details with Revenue

Result The WIP data is displayed. Analysis can be done using the standard SAP list functions like totals, subtotals, filter, export, and so on.

4.7 Actual Settlement Project Use The project must be settled to the corresponding receiver noticed in the settlement rule of the project master data. Possible receivers are an asset in the asset management or a profitability segment in the Profitability Analysis.

Prerequisites Project created and postings incurred.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Project Management ® Project Execution ® Financials ® Settle Projects and Networks: Collective Proc.

Transaction code

CJ8G

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role Business role

Project Manager (SAP_NBPR_PROJECTMANAGER_M)

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Business role menu

Project Management ® Project Execution ® Financials ® Settle Projects and Networks: Collective Proc.

2. On the initial screen enter the following data: Field name

Description

Selection variant

User action and values

Comment

YSLSV_PRJ

Variant is already created. (Values of variant: project profiles YBS1000 and YBS2000, Company code 1000 and Project * (Wildcard))

Settlement period



Fiscal Year



Posting Period



Processing Type

1 Automatic

Test Run



Detail List



At first flag this field to check for possible errors

3. Choose Execute. Not recommended because of possible long runtime.

Recommendation Run this process in the background: 1. In the Processing Options, choose Background Processing and then choose Execute. 2. On the Background Processing Options dialog box, choose Start Immediately. Note the job number. 3. Choose Check. 4. Choose Confirm. 5. On the Background Print Parameters dialog box, choose the Output device, and then choose Continue. 6. Choose from the top of the screen (NWBC: more...) the System, select it and then select the Own Jobs line. 7. On the Job Overview screen, choose Jobname. 8. Choose Joblog to see the results.

Result The projects are settled.

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4.8 Closing Completed Projects (Business View) Use Once you have viewed the project postings and the project has been completed from both a logistic and an accounting point of view you complete the project by setting the project status to “close”. This prevents further changes to the project.

Prerequisites You can view revenue and expense postings to the project at any time following time sheet entry and/or invoicing activities. Completion of all project work triggers technical completion of the project.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC Menu

Logistics ® Project System ® Project ® Project Builder

Transaction code

CJ20N

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role Business role

Project Manager (SAP_NBPR_PROJECTMANAGER_M)

Business role menu

Project Management ® Project Planning ® Project ® Project Builder

2. On the Project Builder screen in the empty Project Structure area, choose Open. 3. In the Open Project dialog box, enter the project number of the project which should be closed, for example S-0XXX, P-O1XXX or C/0XXX. 4. Choose Project Definition. 5. On the Change Project: Project Definition screen, choose Edit ® Status ® Close ® Set. 6. Save your entries.

Result The project receives the system status CLSD (closed) and can no longer be charge with costs.

4.9 Running Profitability Report Use To analyze your profitability data in drilldown reporting, there is a set of reports defined in the system.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu © SAP SE

Accounting ® Controlling ® Profitability Analysis ® Information Page 6 of 8

SAP Best Practices

Period End Closing Projects (207): BPD System ® Execute Report

Transaction code

KE30

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role

Enterprise Controller (SAP_NBPR_CONTROLLER_M)

Business role menu

Profitability Analysis ® Reporting ® Execute profitability report

2. Enter 10IN in Operation Concern field on the dialog box screen if you first time go into this transaction. 3. To execute the report double-click YBR1040 and enter the following selection criteria: Field name

Description

User action and values

From Fiscal Year



To Fiscal Year



From Period



To Period



Version

0

Comment

Plan/actual version

4. Choose Execute. Confirm the message 5. The report is executed and displayed for all customers, customer groups, and country of the customers, production plants, products and sales offices. If you want to display your sales to a single customer, choose customer in the navigation part of the report. The item customer moves to the right and a set of icons appears. When you choose the small arrows, you can move from customer to customer. When you choose the icon looking like a magnifying glass, you can choose any customer. When you choose the icon on the left-hand side of the customer, the characteristic customer goes back to the navigation part of the report. You can also choose more than one characteristic and display the figures for certain combinations of customer – product – country and so on. 6. Each time you choose a characteristic like customer, single customer and so on, and the figures of the report change to display exactly the values for the characteristics chosen. The layout / reporting lines of the report are fixed.

Result The report is displayed using the characteristics you set (customer, product, and so on). You can store the displayed status of the report as frozen report data. You can submit the results to appropriate persons.

5 Appendix 5.1 Reversal of Process Steps In the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document. Record Purchase-Order-Related AP Transactions Transaction code (SAP GUI) © SAP SE

MIRO

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Reversal:

Cancel invoice document

Transaction code (SAP GUI)

MR8M

Business role

Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

Business role menu

Accounts Payable ® Posting ® Invoices ® Cancel Invoice Document

Comment

Enter the invoice number you want to cancel into the POWL or choose it if already on the POWL and select Reversal Reason.

Release Blocked Invoices Transaction code (SAP MRBR GUI) Reversal:

Park invoice

Transaction code (SAP MIRO GUI) Business role

Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S) Accounts Payable ® Posting ® Invoices ® Enter Incoming Invoice w/ PO Reference

Business role menu Comment Settlement Projects Transaction code (SAP GUI)

CJ8G

Reversal:

Actual Settlement Projects

Transaction code (SAP GUI)

CJ8G

Business role

Project Manager (SAP_NBPR_PROJECTMANAGER_M)

Business role menu

Project Management ® Project Execution ® Financials ® Settle Projects and Networks: Collective Proc.

Comment

Same transaction but with Reverse (see menu settlement)

Closing Completed Projects (Business View) Transaction code (SAP GUI)

CJ20N

Reversal:

Cancel the Business Completion

Transaction code (SAP GUI)

CJ20N

Business role

Project Manager (SAP_NBPR_PROJECTMANAGER_M)

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Business role menu

Project Management ® Project Planning ® Project ® Project Builder

Comment

Choose (NWBC: More ® ) Edit ® Status ® Close® Undo.

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