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.

1

Operational Level Costing for Plant Maintenance Orders (EhP5)
Operation Account Assignment

All rights reserved.Agenda Business Background Maintenance and Service Order Work Execution PS Integration Period End Processing Reporting Summary © 2011 SAP AG. 3 .

© 2011 SAP AG. Each of the processes available for the header are now available at the operation. All rights reserved.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. There is also a need from external bodies (regulators. especially in Service Industries. 4 . There is no ability to have mixed mode costing. The Operation Account Assignment (OAA) solution allows for a single order with cost objects at the operation level. An order must be header based or operation based costing. legal requirements) to capture costs on a detailed level and report them in categories that are not part of the companies’ overall business strategy.

5 . © 2011 SAP AG.Operation Account Assignment Target Areas of Functional Improvements Solution overview Master Data Planning Execution Closure Analytics Technical Object Integration Financial Asset Integration Cost Estimation Resource Related Quotation Budgeting Confirmation Resource Related Billing OLTP Cost Reporting OLTP Revenue Reporting BI (Header totals) Inventory Settlement Procurement Investment Management G/L Postings SRM Integration The OAA enhancement touches many parts of the EAM work process. All rights reserved. Operation level SRM and BI integration is “planned” for EhP6.

All rights reserved. 6 .Agenda Business Background Maintenance and Service Order Work Execution PS Integration Period End Processing Reporting Summary © 2011 SAP AG.

Operation costs
Update of Plant Maintenance Cost View

existing header costed orders
costs: plan/actual

operation level costing

header

header

operation

costs: plan/actual

operation

operation

costs: plan/actual

operation

operation

costs: plan/actual

operation

© 2011 SAP AG. All rights reserved.

7

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. 8

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. 9

OAA Order Account assignment and costs The operation account assignment and cost data is accessed by pressing the new Account Assignment button shown. All rights reserved. © 2011 SAP AG. 10 .

Sub-operation account assignment values are inherited from the superior operation. The costs are displayed in the cost tabs on the lower panel. © 2011 SAP AG.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. 11 . All rights reserved.

12 . All rights reserved. © 2011 SAP AG.Account Assignment Details Defaulting account assignment information Order header Profit Center Functional Area PM Activity Type Costing Sheet Overhead Key Object Class Business Area Tax Jurisdiction Code FERC Indicator BADI With customer implementation Default values Header value = Operation value BADI Overwrite default values with customer logic Order operation Profit Center Functional Area PM Activity Type Costing Sheet Overhead Key Object Class Business Area Tax Jurisdiction Code FERC Indicator WBS Element WBS Element Defaulting for operation takes place when a new operation is created.

13 . Header totals are dynamically summed as required.Operation costs Update of Plant Maintenance Cost View operation level costing existing header costed orders Reporting / Transactions / Extraction Dynamic summation for header values header costs: plan/actual header OVnnnn OVnnnn OVnnnn ………… operation ORnnnn ……… costs: plan/actual operation Stored in database as operation costs: plan/actual operation operation Transformation of costs (plan/actual) according to value categories costs: plan/actual operation OAA order costs are only stored for the operation objects.Order object. No costs are stored on the database for the © 2011 SAP AG. OAA All rights reserved.

Operation costs Cost overview The cost overview of the operation displays individual sub-operation planned costs if allocated. All rights reserved. 14 . © 2011 SAP AG.

The individual sub-operation planned costs can be seen on the overview tab. 15 . © 2011 SAP AG. All rights reserved.Operation costs Cost detail The operation costs are the sum of the operation and any sub-operations.

16 . © 2011 SAP AG.Operation costs Quantities Operation relevant quantities are calculated in the same manner as header relevant quantities. All rights reserved.

Actual costs cannot be posted to a sub-operation. the sub-operation displays the total costs of the superior operation and any sub-operations.Operation costs Sub-operation The sub-operation inherits account assignment information from the superior operation. © 2011 SAP AG. All rights reserved. In the cost overview of the operation the individual sub-operation planned costs may be seen. 17 . As sub-operations are primarily intended for allocating extra work centers to an operation.

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. All rights reserved. 18 . © 2011 SAP AG. This copied version may for example be utilized to ‘freeze” the planned costs at time of order release. The copy function also works with regular header costed orders.

If the Compatible Units functionality is active (Business Function /CUM/MAIN) customizing may be set to allow automatic copy at order release. The values may be recopied and overwritten as many times as required during the planning phase. All rights reserved. the status SKKP is set and manual input of estimated values is no longer possible. © 2011 SAP AG.Copy Estimated Costs from Planned Costs Copy status After copy. 19 .

If a technical object is assigned to the operation it will be used to derive default rule. 20 . Settlement rule requirement settings in customizing will only © pass AG. All rights reserved.Settlement Rules Defaulting settlement rules existing header costed orders header settlement rules operation level costing Order header Existing default engine operation settlement rules header operation operation BADI to modify defaults already existing BADI operation settlement rules operation BADI to modify defaults new BADI operation settlement rules A default implementation is used to provide header like default rule logic. 2011 SAP when all operations meet the set condition. If no technical object is allocated the header technical object will be used to attempt a default rule derivation.

All rights reserved.Settlement Rules Mass generation The generation of default settlement rules may be triggered manually for operations selected in the operation overview screen. 21 . Should a customer BAdI implementation be active this will override the standard logic for settlement rule creation. © 2011 SAP AG.

of an order. Transaction “KOSRLIST_OR” may be used to list settlement rules for all operations © 2011 SAP AG. 22 . Operations with settlement rules will have status I0028 which is “SETC” in English.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.All rights reserved.

23 .New Logs Operation settlement rule and account assignment Two new logs are introduced. © 2011 SAP AG. The Operation Account Assignment menu is only available when there is an active BAdI implementation. All rights reserved. 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.

24 .Agenda Business Background Maintenance and Service Order Work Execution PS Integration Period End Processing Reporting Summary © 2011 SAP AG. All rights reserved.

Actual costs for sub-operation postings will post to the superior © operation. reserved. operation costs: plan/actual operation operation G/L postings Time confirmation costs: plan/actual operation operation costs: plan/actual operation costs: plan Time Confirmation only Sub-operation Generally planned and actual costs are posted at the operation level.Postings during Work Management Execution existing header costed orders header costs: plan/actual operation level costing header Inventory management Procurement order no. 2011 SAP AG. All rights 25 . (material+services) order no. + operation no. The exception is that sub-operations will only ever have planned costs for activity postings.

) costs: plan/actual operation operation costs: plan/actual operation Individual order budgets may be set at the order header level. All rights reserved. costs: plan/actual operation © 2011 SAP AG. transactions. 26 ..Order Budgeting Availability Check existing header costed orders Budget operation level costing header costs: plan/actual header Availabilty check operation (tolerances. operation The availability check for postings to the operation will be against the total of all operations in the order (Dynamic header total). .

All rights reserved. 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. 27 .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.

All rights reserved.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. 28 .

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.Purchasing Purchase Requisition Purchase requisitions created from OAA orders will have the originating operation as the default account assignment object for the item. 29 . © 2011 SAP AG. All rights reserved.

All rights reserved. 30 .Purchasing Purchase Order The operation account assignment from the purchase requisition is automatically transferred to the purchase order. © 2011 SAP AG. Manual account assignment to the operation is also possible.

Unplanned goods movements may have manual operation account assignment. © 2011 SAP AG. The goods issue for the reservation retains this operation as the default account assignment object.Goods Movement Goods Issue Material reservations for an OAA order default the originating operation as the account assignment object. All rights reserved. 31 .

© 2011 SAP AG. 32 .Goods Movement Goods Receipt The goods receipt for a purchase order maintains the originating operation as the account assignment object. All rights reserved.

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. 33 .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.

34 . Layouts for financial document details may include the order operation as shown in the transaction FB03 example.Financial Documents Document List and Line Item Detail For financial document detailed account assignment (Coding Block) views the field VORNR_AUF has been added. © 2011 SAP AG. All rights reserved.

All rights reserved. 35 .Agenda Business Background Maintenance and Service Order Work Execution PS Integration Period End Processing Reporting Summary © 2011 SAP AG.

Header assignment to OAA orders is for scheduling purposes only. if WBS maintained not applicable not applicable BAdI operation costs: plan/actual BAdI Operations can individually be assigned to “released” WBS elements. All rights reserved. © 2011 SAP AG. if WBS maintained as for order header costing BAdI operation costs: plan/actual WBS B not applicable BAdI operation costs: plan/actual YES.Project System Integration Assignment to WBS Elements operation level costing order header WBS A Cost reporting budgeting Revenue target determination Scheduling not applicable YES. Functional areas in which the WBS assignment can be used 36 . if WBS maintained WBS A-1 YES.

g. along WBS or project hierarchy ) 37 . © 2011 SAP AG. All rights reserved.Project System Integration PS Functions Impacting Operations existing header costed orders costs: plan/actual operation level costing Overhead calculation Interest calculation header header operation Copy of plan versions (plan / plan) operation costs: plan/actual operation Creation of simulation versions costs: plan/actual operation operation Settlement costs: plan/actual operation Operations assigned to WBS elements can be included in the Project structure processing functions. Single and mass processing (e.

38 .Project System Integration Project Structure Operations allocated to WBS elements are displayed under the assigned WBS in the structure. © 2011 SAP AG. The unassigned operations are displayed under their order outside of the project structure. All rights reserved.

All rights reserved. © 2011 SAP AG. 39 . any unassigned operations from orders with assigned operations are displayed under their order outside of the project structure.Project System Integration Cost Reporting As with the structure views.

OAA Order Billing Resource related Quotation and Billing existing header costed orders Revenue postings to header costed order possible / allowed costs: plan/actual operation level costing Revenue postings to cost objects allowed to carry revenues header order + operation no. 40 . removed in billing items header operation Billing Document operation DP90 costs: plan/actual operation VA02 DP90 Debit memo Request (DR) VA22 DP80 planned costs costs: plan/actual operation operation actual costs costs: plan/actual operation Resource related quotation (AE) DP80 © 2011 SAP AG. All rights reserved.

OAA Order Billing Constraints With the standard header costed service order. The appropriate WBS element can be read from the originating operation record. © 2011 SAP AG. If the customer wishes to change this behavior the BAdI “BADI_SD_BILLING” may be used to determine the correct revenue object. 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. 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. All rights reserved. This allows for easy combination of different orders into the billing process. 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. OAA order takes a different approach. the order itself can be the final revenue object. As the operation will not be a revenue object. 41 .

42 . All rights reserved.Agenda Business Background Maintenance and Service Order Work Execution PS Integration Period End Processing Reporting Summary © 2011 SAP AG.

Order based selection will process all operations of the selected order. 43 . © 2011 SAP AG.Period End Processing Overhead Calculation and Settlement existing header costed orders header costs: plan/actual operation level costing header operation Overhead calculation costs: plan/actual operation operation Settlement costs: plan/actual operation operation costs: plan/actual operation Single and mass processing Overhead and settlement processing for OAA orders is performed at the individual operation level. All rights reserved. Selection may be at the order or operation level.

The operation cannot be a settlement receiver. All rights reserved. operation costs: plan/actual settlement rules operation costs: plan/actual settlement rules operation Order operation Single and mass processing Settlement rules cannot be maintained at the header level for OAA orders. 44 .Order Settlement Settlement Options existing header costed orders header costs: plan/actual settlement rules operation level costing Settlement receivers header Order Cost center operation costs: plan/actual settlement rules operation Fixed asset WBS element operation G/L account ……………. © 2011 SAP AG..

© 2011 SAP AG. All rights reserved. 45 . Operations allocated to WBS elements may be settled during project system settlement if the “With orders” option is specified in the settlement selection parameters. Mass processing has the same selection options.Order Settlement Settlement Options An OAA order will be settled for all operations if none is specified or for individually entered operations.

46 .Agenda Business Background Maintenance and Service Order Work Execution PS Integration Period End Processing Reporting Summary © 2011 SAP AG. All rights reserved.

47 . All rights reserved.Reporting Overview of all operation costs © 2011 SAP AG.

© 2011 SAP AG. The report can be run as a transaction IW40N and include sub-orders.Reporting Operation overview report The operation cost overview report shows costs for all operations by value category. All rights reserved. 48 .

49 . All rights reserved. © 2011 SAP AG.Reporting Goods Movements The operation to which a goods movement was posted is now available in the Order Goods Movement report.

Reporting Order document flow Each posted document is created under the originating operation. 50 . © 2011 SAP AG. All rights reserved.

A new hierarchy cost report displays the costs of all order header totals as well as the individual operation costs for OAA orders. All rights reserved. This report may be run as transaction IW40N with multiple order selection.OAA Orders as sub-orders Hierarchical operation cost report OAA Orders may be created as suborders. © 2011 SAP AG. 51 .

All rights reserved. maximum and minimum values. © 2011 SAP AG. 52 .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.

All rights reserved. The header reports select data from all operations for the order. 53 . © 2011 SAP AG.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. Individual operation details are available in the line item reports.

The line item reports show the originating operation. 54 . © 2011 SAP AG.Reporting Purchasing commitments Purchasing commitments may be seen at the operation or header level. All rights reserved.

Operation list edit with cost display (IW37/IW49) Similar to the order list reports the operation lists have the cost fields available for display. © 2011 SAP AG. 55 . The list reports IW37N/IW49N have not been adjusted and are planned for inclusion in EhP6. All rights reserved.

All rights reserved. 56 . © 2011 SAP AG.Operation list edit with cost display (IW37/IW49) Similar to the order list reports the operation lists have the cost fields available for display.

New Applications for Internal Order Maintenance (EhP6) Introducing the Renovated Master Data Transactions in Controlling .

Introducing The New User Experience © 2011 SAP AG. 58 . All rights reserved.

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. 59 .

All rights reserved.Internal Order: Compliance Immediate visibility of change documents for order and settlement rule © 2011 SAP AG. 60 .

61 . All rights reserved.Internal Order Groups (Formerly Transactions KOH1-3) Use role CO_INTERNAL_CONTROLLER to access order hierarchies © 2011 SAP AG.

salmon@sap.dorothy.com .Thank You! Contact information: Janet Salmon Janet.

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