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Purpose Use this Assessment transaction, to create a cycle to be executed typically at the end of a month (and at year-end), for the allocation of costs incurred by one or more cost center/s to many other cost centers. As an example, Financial Reporting would use this cycle to assess wireless service costs to schools and departments. Important Note: Since the basis of charging out costs to various Receivers could be different (e.g. Long distance phone costs - Actual; Other telephone costs - based on number of phones at say $20 per phone, each month), Assessment Cycles are also created differently to meet these specific cost distribution needs. Trigger Perform this transaction and related steps when there is a chargeback/cost allocation to be carried out from one or more Sender Cost Center/s to many Receiver cost centers. Prerequisites Master data used in the creation of the assessment cycle, such as Cost Centers, Orders, Functional Areas, Statistical Key Figures, etc., must exist. Menu Path You cannot directly go the KSU1 transaction. Therefore use the following menu path(s) to begin this transaction: • • Select SAP menu Accounting Controlling Cost Center Accounting Period End Closing Single Functions Allocations KSU5 - Assessment In the KSU5 main screen select Extras Cycle Create or Shift+F5.
Transaction Code KSU1 Helpful Hints From within T-code KSU5 (Execute Assessment), it is possible to access following related T-codes: KSU1 - Create Assessment Cycles, KSU2 - Change Assessment Cycles, KSU3 - Display Assessment Cycles, and KSU4 - Delete Assessment. Note: No menu path is available for this transaction; therefore, you can also access it by entering KSU1 in the command field.
Start the transaction using the menu path or transaction code KSU5.
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therefore.No menu path is available for this transaction. you can also access it by entering KSU1 in the command field. select Extras Cycle Create or Shift+F5. Execute Actual Assessment: Initial Screen . Double-click . The transaction code to create an Assessment Cycle is not available through the CO module. to access KSU1. Execute Actual Assessment: Initial Screen 3. 2. therefore.
Create Actual Assessment Cycle: Initial Screen Create Actual Assessment Cycle: Initial Screen .
Example: Start Date O Date from which the first recurring entry is to be carried out. Example: . E07001 Date from which the first recurring entry is to be carried out. the parameters from an existing cycle can be used as the basis to create a new cycle. it represents another ledger that is posted with information together with the FI ledger. and Enter the Controlling Area of the existing cycle SBBC's Controlling Area is SBBC.Alpha character to identify the location (F=Food Service. A specific cycle can contain a number of segments. Example: 07/01/2006 Cycle O A collection of rules for cost allocation. In accounting terms. A specific cycle can contain a number of segments. In the Copy from section. Enter the Start Date of the existing Cycle. It is usually July 1st for each fiscal year. as Cycles are usually set up annually and executed throughout the year. complete the following fields: Field Definitions Field Name Cycle R/O/C R Description A collection of rules for cost allocation. Enter the date this cycle will begin. Example: Controlling Area O The Controlling area in SAP is a high-level organizational data sub-division that facilitates cost accounting internally to an organization.Consecutive numbers. The naming convention for Assessment cycles will be maintained by the Financial Reporting office. E=ETS.4. As required. B=BECON). In this example an existing cycle will not be copied. Fourth through Sixth . Second and Third Characters . The convention is structured as follows: • • • Example: Start Date R First Character .The last two digits of the ending fiscal year (2007=07).
Create Actual Assessment Cycle: Header Data Create Actual Assessment Cycle: Header Data . Click to proceed with the creation of an Assessment Cycle.5.
Create Actual Assessment Cycle: Header Data Create Actual Assessment Cycle: Header Data . Enter the title of the cycle. If left checked. this iteration option will be repeated until each sender is fully credited (a small remainder may be left over in some cases). Example: Return to procedure Make sure to uncheck the field as this will default.6. • As required. The Cumulative option can be used to execute the distribution for more than one period. Example: ETS . However.Allocation of Svc Charge Cumulative O Description of the Cumulative. Example: 06/30/2007 Description To (date) Text R Text field for transaction information. it is recommended that the distribution be executed period by period. It is highly recommended that the validity of an assessment cycle be effective throughout the end of the current fiscal year. complete/review the following fields: Field Definitions Field Name R/O/C R Description of the To.
The options enclosed in red in the above screen shot are not used in SBBC. Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment . 7. Click to set up each segment of the new Cycle.
8.Segments are set up to segregate the various financial structures. complete the following fields: Field Definitions . • As required. such as Fundbased segments or Functional Area segments.
Example: E07001-001 Segment Description R Description of the Segment Description. the system will display a warning and not execute the cycle.Aircard Service Charges Return to procedure By selecting the Lock Indicator . complete/review Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment . 9. You may use this when there is no data to select in that fund or suppress a segment from execution. Example: ETS . If the cycle containing no data is executed. Enter the Segment's name.Field Name Segment Name R/O/C R Description Title of segment. As required in the the following fields: section of the tab. Enter the Segment's description. the segment will not process in the cycle. Each segment denotes a group of senders/receivers which are processed according to the same distribution rule.
99105001 . The cost element can be selected using the drop down icon Example: to view available selection options. Enter the Assessment Cost Element. This cost element is the secondary cost element used for assessments.Field Definitions Assessment CEle R A secondary cost element for costs that are assessed between Controlling objects.
Enter the Receiver rule using the drop-down menu to select from the available options.cycle will total.the department will maintain the rates to be distributed (i. • • • Posted amounts .Sender rule R Description of the Sender rule. 10. complete/review the Field Definitions Field Name Receiver rule R/O/C R Description Determines how receiving tracing factors are determined. Example: 100. Fixed rates . as an actual assessment is performed. Moreover CO .Planning is not implemented in SBBC as all planning functions are handled by Budget Department. "Variable portions" is selected as the basis is going to be Actual SKF of the Receivers. Enter the overall percentage allocated to this Receiver fund. In this example. In the following fields: section of the tab.the department/Financial Reporting will maintain the amount to be distributed.e. duplicating copies).00 Return to procedure The field is defaulted in the cycle. Select appropriate Sender rule from the drop-down menu . costs posted to the sender. Fixed rates Example: Share in % R Description of the Share in %. Example: Variable portions . Fixed amounts .
complete/review the following fields: Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment .portion type R/O/C R Description Description of the Var. the selection fields and tabs in subsequent screens will change accordingly. The Variable portion type will only appear if the Receiver rule is selected "Variable portions".Field Name Var. 11.portion type. For example. when you choose fixed amounts for the Receiver Rule. Example: Actual Statistical Key Figures Return to procedure Selecting Sender & Receiver rules will determine other rules and types. As required in the tab. Select an appropriate variable by using the drop-down menu to view the available options.
1 In the section of the following fields: tab. complete/review the Field Definitions .11.
activities or programs to meet legal or internal reporting requirements. as most Senders are in the General Fund. Enter the Fund associated with Sender Cost center/amounts. Example: 6400000000000000 Fund R A fiscal and accounting entity having a self-balancing set of accounts. Example: 53720000 Return to procedure . but they are used in CO for internal cost allocation and reporting. as this Sender attribute is essential to for the cycle to determine the "sending amounts". Select the appropriate Functional Area associated with this cost center. Secondary Cost Elements have no corresponding GL accounts in FI. this is not required. Enter the Cost Center where costs were initially incurred and are to be assessed from. If posted amounts of Cost Elements are used in assessments. Example: 2600097770 Functional Area R Cross-organization FM object used to divide organizational costs according to functional aspects. it will be "Not Relevant". restrictions or limitations. Example: not relevant Cost Element O Primary Cost Elements will be created automatically for each revenue/expense GL account.Field Name Cost Center R/O/C R Description An organizational unit within a controlling area that represents a defined location of cost incurrence. Enter the Grant number. recording cash and other financial resources together with all related liabilities and residual equities or balances. Example: 1000 Grant R Grants can be defined in SAP as any external reimbursement or funding. which are segregated for the purpose of carrying out specific activities in accordance with specific regulations. then enter the Cost Element. In many cases on the sender. In few other cycles.
Enter the Internal Order number to which the costs are to be distributed as Receivers. to select the 11. Example: 7301000000000000 Fund R A fiscal and accounting entity having a self-balancing set of accounts. which are segregated for the purpose of carrying out specific activities in accordance with specific regulations. Example: ETS_ALLOC Functional Area O Cross-organization FM object used to divide organizational costs according to functional aspects. Example: Description Order Cost Center O An organizational unit within a controlling area that represents a defined location of cost incurrence. Example: 1000 .All of the fields in the above table offer the capability to enter value ranges by completing the and fields. In this example. activities or programs to meet legal or internal reporting requirements. a Group is selected as the receiver. in few specific cycles. it is not necessary to select the Functional Area associated with Receiver cost center. recording cash and other financial resources together with all related liabilities and residual equities or balances. Enter the Fund associated with Sender Cost center/amounts. orders are not the receivers. this is required to be specified. Enter the Cost Center where costs were initially incurred and are to be assessed from. In this example. for which it is necessary to specify to search the appropriate Receiver Functional Areas. One exception is when the Receiver rule is "Actual Costs" based on postings in the Receiver Cost Centers. or to enter groups by completing the field. Therefore. complete/review the Field Definitions Field Name R/O/C O Description of the Order. In general.2 • In the section of the following fields: tab. restrictions or limitations. In addition you can also use the dropdown menu appropriate value.
this can be done by entering groups and completing the field. Enter the Grant number. Except the Grant Fund segment. In addition you can also use the dropdown menu the appropriate value. on the cost center group ) to ensure the system has properly established the necessary relationships. Also.3 If you are using a group for any of the fields in the tab. you must double click on the entered value (in this example. to select 11. Display Cost Center Group Display Cost Center Group . Example: not relevant Return to procedure All of the fields in the above table offer the capability to enter value ranges in the and fields.Field Name Grant R/O/C R Description Grants can be defined in SAP as any external reimbursement or funding. this value will be "Not Relevant".
12. tab. Click to exit Cost Center group result screen. you have additional facility of creating them by naming a new group and then selecting Extras Create groups. 13.If new groups are required. complete/review the following fields: As required in the Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment .
Field Definitions .Note that this screen will change according to the Segment Header criteria selected.
In this example. Click to specify tracing factors for the Receiver Cost Centers. $48.Field Name Price R/O/C R Description of the Price. Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment . Example: Return to procedure 48.00 per SKF unit is to be distributed. Description Enter the Price which is to be distributed to the receivers.00 14.
Note that this screen will change according to the Segment Header criteria selected. 15. In the following fields: section of the tab. complete the Field Definitions .
Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment . an Activity Type is not being used. In this example.Field Name Stat. In some other cycles. Functional Area. Grant and Cost Centers specified as possible Receivers results in 64 combinations. key fig. As seen in this case. and in some cases the transaction may "hang up". R/O/C R Description Description of Stat. this may lead to numerous possible combinations. due to which the system will take a long amount of time to display the Receiver Weighting factors. Example: Return to procedure All of the fields in the above table offer the capability to enter value ranges in the and fields. Enter the Activity to be used for the calculation of the assessment. The user is advised to exercise caution in this step. Example: WIRE1 Activity Type C A unit in a controlling area that classifies the activities performed in a cost center. this can be done by entering groups and completing the field. key fig. click to view the receiver weighting factors in the cycle. The screen shot below illustrates the cost centers in the group that will get 100% of total posted costs. Enter the Statistical Key Figure to be used for the calculation of the distribution. Also. to select 16. CAUTION for next step: Only in some cycles. In addition you can also use the dropdown menu the appropriate value. the combination of Fund.
E07004-001: Display messages E07004-001: Display messages . 17. Click to validate the segment.Please read the details in step 16 before clicking on .
you must now correct the error(s).The message indicates that the cost element entered does not exist. Create Actual Assessment Cycle: Segment Create Actual Assessment Cycle: Segment . 19. Click Click to exit the message window to save when you have completed entering the details of the cycle. 18. In order to proceed with the next steps. In this case you must correct the cost element.
" 20. "Cycle E07001.The system displays the message. You have completed this transaction. starting date 07/01/2006 has been saved. Click to return to SAP main menu. . 21.
Result You have created an assessment cycle. Comments None. .
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