Tips and tricks for Internal Orders & Planned Maintenance Orders – get the best out of SAP ERP Janet Salmon, SAP AG
Agenda
Operational Level Costing for Plant Maintenance Orders (EhP5) New Applications for Internal Order Maintenance (EhP6) Wrap-Up
© 2011 SAP AG. All rights reserved.
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Operational Level Costing for Plant Maintenance Orders (EhP5) Operation Account Assignment
Agenda
Business Background Maintenance and Service Order Work Execution
PS Integration Period End Processing Reporting Summary
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The need for detailed costing
There has always been a need to cost out individual tasks during maintenance while keeping the aggregated total for the entire job, especially in Service Industries. There is also a need from external bodies (regulators, legal requirements) to capture costs on a detailed level and report them in categories that are not part of the companies’ overall business strategy. The Operation Account Assignment (OAA) solution allows for a single order with cost objects at the operation level. Each of the processes available for the header are now available at the operation. An order must be header based or operation based costing. There is no ability to have mixed mode costing.
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Operation Account Assignment Target Areas of Functional Improvements Solution overview Master Data
Planning
Execution
Closure
Analytics
Technical Object Integration
Cost Estimation
Confirmation
Resource Related Billing
OLTP Cost Reporting
Financial Asset Integration
Resource Related Quotation
Inventory
Settlement
OLTP Revenue Reporting
Budgeting
Procurement
Investment Management
G/L Postings
BI (Header totals)
SRM Integration
The OAA enhancement touches many parts of the EAM work process. Operation level SRM and BI integration is “planned” for EhP6. © 2011 SAP AG. All rights reserved.
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Agenda
Business Background Maintenance and Service Order Work Execution
PS Integration Period End Processing Reporting Summary
© 2011 SAP AG. All rights reserved.
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Operation costs Update of Plant Maintenance Cost View
existing header costed orders
header
operation level costing
costs: plan/actual
header
operation
costs: plan/actual
operation
operation
costs: plan/actual
operation
operation
costs: plan/actual
operation
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Operation Account Assignment (OAA) Order IW31: Create Order
During order creation with reference there is now the option to copy settlement rules from a reference OAA order to the new OAA order. No settlement rules are copied if the target or reference are not OAA.
Refurbishment and Investment orders may not be configured for operation account assignment. © 2011 SAP AG. All rights reserved.
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OAA Order Indication using System Status
The system status I0053 (ACAS in English) is displayed when the order operation is the account assignment object. This is the same indicator as for a PS network with activity level costing. © 2011 SAP AG. All rights reserved.
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OAA Order Account assignment and costs
The operation account assignment and cost data is accessed by pressing the new Account Assignment button shown. © 2011 SAP AG. All rights reserved.
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OAA Order Account assignment details and operation costs The account assignment details for an operation are shown on the Account Assignment tab of the operation detail view. Sub-operation account assignment values are inherited from the superior operation. The costs are displayed in the cost tabs on the lower panel.
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Account Assignment Details Defaulting account assignment information Order header
Order operation
Profit Center
Profit Center
Functional Area
Functional Area
PM Activity Type Costing Sheet Overhead Key Object Class Business Area
Default values Header value = Operation value
BADI
PM Activity Type
Overwrite default values with customer logic
Costing Sheet
Overhead Key Object Class Business Area
Tax Jurisdiction Code
Tax Jurisdiction Code
FERC Indicator
FERC Indicator
WBS Element
BADI With customer implementation
WBS Element
Defaulting for operation takes place when a new operation is created. © 2011 SAP AG. All rights reserved.
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Operation costs Update of Plant Maintenance Cost View
existing header costed orders
Reporting / Transactions / Extraction
operation level costing
Dynamic summation for header values
header
operation
costs: plan/actual
header
ORnnnn ………
OVnnnn OVnnnn OVnnnn …………
costs: plan/actual
operation
costs: plan/actual
operation
costs: plan/actual
operation
Stored in database as operation
operation
Transformation of costs (plan/actual) according to value categories
OAA order costs are only stored for the operation objects. Header totals are dynamically summed as required. No costs are stored on the database for the © 2011 SAP AG.Order All rights reserved. OAA object.
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Operation costs Cost overview
The cost overview of the operation displays individual sub-operation planned costs if allocated.
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Operation costs Cost detail
The operation costs are the sum of the operation and any sub-operations. The individual sub-operation planned costs can be seen on the overview tab. © 2011 SAP AG. All rights reserved.
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Operation costs Quantities
Operation relevant quantities are calculated in the same manner as header relevant quantities.
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Operation costs Sub-operation
The sub-operation inherits account assignment information from the superior operation. As sub-operations are primarily intended for allocating extra work centers to an operation, the sub-operation displays the total costs of the superior operation and any sub-operations. In the cost overview of the operation the individual sub-operation planned costs may be seen. Actual costs cannot be posted to a sub-operation. © 2011 SAP AG. All rights reserved.
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Copy Estimated Costs from Planned Costs Cost copy function For OAA orders manual entry of estimated costs is only at the operation level with the header displaying the sum of the operations. For ease of use the estimated costs may be copied from the planned costs at any point until order release using the copy estimated cost button. The copy function also works with regular header costed orders. This copied version may for example be utilized to ‘freeze” the planned costs at time of order release. © 2011 SAP AG. All rights reserved.
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Copy Estimated Costs from Planned Costs Copy status After copy, the status SKKP is set and manual input of estimated values is no longer possible. The values may be recopied and overwritten as many times as required during the planning phase. If the Compatible Units functionality is active (Business Function /CUM/MAIN) customizing may be set to allow automatic copy at order release.
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Settlement Rules Defaulting settlement rules operation level costing
existing header costed orders header
header
Order header settlement rules
Existing default engine operation
operation settlement rules
operation
operation
BADI to modify defaults already existing BADI
operation
BADI to modify defaults new BADI
settlement rules
operation settlement rules
A default implementation is used to provide header like default rule logic. If a technical object is assigned to the operation it will be used to derive default rule. If no technical object is allocated the header technical object will be used to attempt a default rule derivation. Settlement rule requirement settings in customizing will only when all operations meet the set condition. © pass 2011 SAP AG. All rights reserved. 20
Settlement Rules Mass generation
The generation of default settlement rules may be triggered manually for operations selected in the operation overview screen. Should a customer BAdI implementation be active this will override the standard logic for settlement rule creation. © 2011 SAP AG. All rights reserved.
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Settlement Rules Settlement rule status To facilitate easy viewing of settlement rule status it is suggested that the default operation overview list layout include the System Status field. Operations with settlement rules will have status I0028 which is “SETC” in English.
Transaction “KOSRLIST_OR” may be used to list settlement rules for all operations © 2011 SAP AG. All rights reserved. of an order.
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New Logs Operation settlement rule and account assignment
Two new logs are introduced. The Operation Account Assignment menu is only available when there is an active BAdI implementation.
The settlement rule log displays information from the default rule creation and customer messages returned from implementations of the BAdI BADI_OLC_SETTL_RULE_DET_OPR. The Operation Account Assignment log displays customer messages returned from implementations of the account assignment BAdI ES_EAM_OAA_DEFAULT. © 2011 SAP AG. All rights reserved.
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Agenda
Business Background Maintenance and Service Order Work Execution
PS Integration Period End Processing Reporting Summary
© 2011 SAP AG. All rights reserved.
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Postings during Work Management Execution operation level costing
existing header costed orders header
costs: plan/actual
header
operation
operation
order no.
operation
Procurement (material+services)
G/L postings Time confirmation
order no. + operation no.
Inventory management costs: plan/actual
operation
costs: plan/actual
operation
costs: plan/actual
operation
costs: plan
Time Confirmation only
Sub-operation
Generally planned and actual costs are posted at the operation level. The exception is that sub-operations will only ever have planned costs for activity postings. Actual costs for sub-operation postings will post to the superior © operation. 2011 SAP AG. All rights reserved.
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Order Budgeting Availability Check existing header costed orders
operation level costing Budget
header
costs: plan/actual
header Availabilty check
(tolerances, transactions, ..)
operation
operation
costs: plan/actual
operation
costs: plan/actual
operation
costs: plan/actual
operation
Individual order budgets may be set at the order header level. operation
The availability check for postings to the operation will be against the total of all operations in the order (Dynamic header total).
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Overall Completion Confirmation IW42: Profile checking
When an OAA order is entered in IW42 the entry profile is checked for inclusion of material or service sub-screens. If these sub-screens do not exist in the profile all operations may be confirmed else an error message will notify that entry of an operation is also required. © 2011 SAP AG. All rights reserved.
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Overall Completion Confirmation IW42: Single operation entry
When a single operation is entered any materials or internal services for the operation will be defaulted for entry. © 2011 SAP AG. All rights reserved.
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Purchasing Purchase Requisition
Purchase requisitions created from OAA orders will have the originating operation as the default account assignment object for the item.
A new field VORNR_AUF has been added to purchasing account assignment screens. This field is used to enter the order operation field for OAA Orders. © 2011 SAP AG. All rights reserved.
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Purchasing Purchase Order
The operation account assignment from the purchase requisition is automatically transferred to the purchase order. Manual account assignment to the operation is also possible. © 2011 SAP AG. All rights reserved.
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Goods Movement Goods Issue
Material reservations for an OAA order default the originating operation as the account assignment object. The goods issue for the reservation retains this operation as the default account assignment object. Unplanned goods movements may have manual operation account assignment. © 2011 SAP AG. All rights reserved.
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Goods Movement Goods Receipt
The goods receipt for a purchase order maintains the originating operation as the account assignment object. © 2011 SAP AG. All rights reserved.
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Invoice Processing Incoming Invoice for Purchase Order
The invoice entry for a purchase order will retain the original operation account assignment from the purchase order. The field in the account assignment list is the VORNR field and is also used for the PS Network activity. © 2011 SAP AG. All rights reserved.
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Financial Documents Document List and Line Item Detail
For financial document detailed account assignment (Coding Block) views the field VORNR_AUF has been added. Layouts for financial document details may include the order operation as shown in the transaction FB03 example.
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Agenda
Business Background Maintenance and Service Order Work Execution
PS Integration Period End Processing Reporting Summary
© 2011 SAP AG. All rights reserved.
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Project System Integration Assignment to WBS Elements operation level costing order WBS A
header
WBS B
operation costs: plan/actual
operation costs: plan/actual
WBS A-1
operation costs: plan/actual
Operations can individually be assigned to “released” WBS elements.
Cost reporting budgeting
Scheduling
Revenue target determination
as for order header costing
BAdI
YES, if WBS maintained
not applicable
BAdI
YES, if WBS maintained
not applicable
BAdI
YES, if WBS maintained
not applicable
BAdI
not applicable
Functional areas in which the WBS assignment can be used
Header assignment to OAA orders is for scheduling purposes only. © 2011 SAP AG. All rights reserved.
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Project System Integration PS Functions Impacting Operations operation level costing
existing header costed orders
header
costs: plan/actual
Overhead calculation
header
Interest calculation operation
Copy of plan versions (plan / plan) operation
Creation of simulation versions
operation
Settlement
Operations assigned to WBS elements can be included in the Project structure processing functions. © 2011 SAP AG. All rights reserved.
costs: plan/actual
operation
costs: plan/actual
operation
costs: plan/actual
operation
Single and mass processing (e.g. along WBS or project hierarchy ) 37
Project System Integration Project Structure
Operations allocated to WBS elements are displayed under the assigned WBS in the structure.
The unassigned operations are displayed under their order outside of the project structure. © 2011 SAP AG. All rights reserved.
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Project System Integration Cost Reporting
As with the structure views, any unassigned operations from orders with assigned operations are displayed under their order outside of the project structure. © 2011 SAP AG. All rights reserved.
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OAA Order Billing Resource related Quotation and Billing operation level costing
existing header costed orders Revenue postings to header costed order possible / allowed
header
costs: plan/actual
Revenue postings to cost objects allowed to carry revenues
header
order + operation no. removed in billing items
operation
Billing Document operation
VA02 DP90
operation
actual costs
Debit memo Request (DR)
DP90
costs: plan/actual
operation
costs: plan/actual
operation
costs: plan/actual
operation
VA22 DP80 planned costs © 2011 SAP AG. All rights reserved.
Resource related quotation (AE)
DP80
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OAA Order Billing Constraints
With the standard header costed service order, the order itself can be the final revenue object. As the operation will not be a revenue object, OAA order takes a different approach. During the generation of the sales documents from the Resource Related Billing process the internal representation of the originating operation is stored in the fields AUFPL_OAA/APLZL_OAA for reference purposes. When the subsequent billing document is created from the sales document the profit center from the operation is defaulted as the revenue object and the reference operation details are cleared. If the customer wishes to change this behavior the BAdI “BADI_SD_BILLING” may be used to determine the correct revenue object.
It is suggested for larger jobs that the Project System be used and that WBS elements assigned to the operations be used as the final revenue objects. The appropriate WBS element can be read from the originating operation record. This allows for easy combination of different orders into the billing process.
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Agenda
Business Background Maintenance and Service Order Work Execution
PS Integration Period End Processing Reporting Summary
© 2011 SAP AG. All rights reserved.
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Period End Processing Overhead Calculation and Settlement operation level costing
existing header costed orders header
costs: plan/actual
operation
operation
header
Overhead calculation
Settlement
operation
costs: plan/actual
operation
costs: plan/actual
operation
costs: plan/actual
operation
Single and mass processing
Overhead and settlement processing for OAA orders is performed at the individual operation level. Selection may be at the order or operation level. Order based selection will process all operations of the selected order. © 2011 SAP AG. All rights reserved.
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Order Settlement Settlement Options operation level costing
existing header costed orders header
costs: plan/actual settlement rules
Settlement receivers
header
Order
Cost center operation
Fixed asset WBS element operation
G/L account …………….. operation
Order operation
costs: plan/actual
operation
settlement rules
costs: plan/actual
operation
settlement rules
costs: plan/actual
operation
settlement rules
Single and mass processing
Settlement rules cannot be maintained at the header level for OAA orders. The operation cannot be a settlement receiver. © 2011 SAP AG. All rights reserved.
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Order Settlement Settlement Options
An OAA order will be settled for all operations if none is specified or for individually entered operations. Mass processing has the same selection options. Operations allocated to WBS elements may be settled during project system settlement if the “With orders” option is specified in the settlement selection parameters. © 2011 SAP AG. All rights reserved.
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Agenda
Business Background Maintenance and Service Order Work Execution
PS Integration Period End Processing Reporting Summary
© 2011 SAP AG. All rights reserved.
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Reporting Overview of all operation costs
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Reporting Operation overview report
The operation cost overview report shows costs for all operations by value category. The report can be run as a transaction IW40N and include sub-orders. © 2011 SAP AG. All rights reserved.
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Reporting Goods Movements
The operation to which a goods movement was posted is now available in the Order Goods Movement report.
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Reporting Order document flow
Each posted document is created under the originating operation. © 2011 SAP AG. All rights reserved.
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OAA Orders as sub-orders Hierarchical operation cost report
OAA Orders may be created as suborders. A new hierarchy cost report displays the costs of all order header totals as well as the individual operation costs for OAA orders. This report may be run as transaction IW40N with multiple order selection. © 2011 SAP AG. All rights reserved.
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OAA Orders as sub-orders Hierarchical operation cost report
Each value column is summed to the respective superior node. Node summation functions can display total, average, maximum and minimum values. © 2011 SAP AG. All rights reserved.
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Reporting CO planned/actual reports
The CO Report Writer has been adjusted to read the operation cost objects.
CO cost reports are available at the operation and header level. The header reports select data from all operations for the order. Individual operation details are available in the line item reports. © 2011 SAP AG. All rights reserved.
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Reporting Purchasing commitments
Purchasing commitments may be seen at the operation or header level.
The line item reports show the originating operation.
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Operation list edit with cost display (IW37/IW49)
Similar to the order list reports the operation lists have the cost fields available for display. The list reports IW37N/IW49N have not been adjusted and are planned for inclusion in EhP6.
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Operation list edit with cost display (IW37/IW49)
Similar to the order list reports the operation lists have the cost fields available for display.
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New Applications for Internal Order Maintenance (EhP6) Introducing the Renovated Master Data Transactions in Controlling
Introducing The New User Experience
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Internal Order (Formerly Transactions KO01-03)
Use roles CO_INTERNAL_CONTROLLER or CO_COSTCENTER_MANAGER to access internal order master data
Web Dynpro Application FCOM_INTERNALORDER_ADAPTATION © 2011 SAP AG. All rights reserved.
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Internal Order: Compliance
Immediate visibility of change documents for order and settlement rule © 2011 SAP AG. All rights reserved.
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Internal Order Groups (Formerly Transactions KOH1-3)
Use role CO_INTERNAL_CONTROLLER to access order hierarchies
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Thank You!
Contact information: Janet Salmon
[email protected]
© 2011 SAP AG. All Rights Reserved.
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